Program Associate, School-based Programs, Education

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Program Associate is a member of the Education Division and reports directly to the Financial Manager and Operations Manager. They are responsible for providing administrative support for all Education Division School-Based programing, assisting with Human Resources related tasks, financial-related tasks, and with planning and overseeing short and long-term projects. Specific responsibilities include:

• Review school-based staff timesheets for completeness and accuracy prior to weekly submission; follow up on missing or inaccurate information with staff and supervisors and ensure discrepancies and payroll-related issues are resolved
• Ensure that all required documentation is provided, as applicable, including staff requests for leave, completed leave request forms, and any supporting or substantiating documentation required for the leave
• Assists school-based Program Directors with preparation of files for audits
• Maintain accurate and up-to-date calendars for school-based programming and activities
• Coordinate meetings between supervisors and Division leaders as needed
• Assist Operations Manager with recruitment and hiring of school-based staff in compliance with agency, contractual and other regulatory agencies policies and procedures, including but not limited to:

o Coordination of applicant screening and interview arrangement for school-based vacancies

o In collaboration with Recruitment Coordinator and Operations Manager, participate in job fairs

• Ensure staff rosters are current at all times
• In collaboration with Operations Manager, track onboarding progress for incoming school-based staff
• Work with the Operations Manager to schedule trainings for school-based staff, as necessary
• Troubleshoot and implement innovative solutions to administrative issues as they arise
• Collaborate with supervisors and other Division leaders to further develop and implement systems and procedures relative to program administration as well as operational functions for maximum efficiency
• Provide suggestions and insight on how to improve on, or develop new initiatives and campaigns to foster growth within the Education Division
• Assist with the development and review of branding for Education Division and represent Education Division at Brand Champions meetings/events
• Along with Operations Manager, serve as liaison for inter-organizational initiatives, including Brand Champions

o Work with the RiseBoro Community Affairs Team to utilize various platforms to create, develop and implement innovative promotional strategies and showcase social services

o Provide support to Community Affairs with photographs, video and overall marketing materials

• Coordinate with Office Manager to ensure appropriate IT set-up of all new staff
• Assist supervisors with the planning and implementation of school-based staff trainings, development activities fundraising activities, and division-wide events; assist with school/program events and special projects
• Complete additional operational and administrative tasks as assigned by supervisors/Division leaders

Fiscal & Purchasing

• Collect and organize fiscal backup/supporting documentation; ensure it is complete, accurate, and submitted on time
• Assist with the preparation and submission of purchase orders (POs) and invoices.
• Coordinate with Financial Manager and Business Associate(s) to resolve discrepancies related to invoices and POs
• Review and verify that invoices have appropriate supporting documentation in procurement system
• Track outstanding POs and invoices and follow up to ensure timely submission and processing
• Order approved supplies and materials, as needed
• Assist program staff with spend-down planning throughout the fiscal year; ensure purchases comply with organizational policies, procedures, budget requirements and approval processes

COMPETENCIES

• Experience in a fast-paced environment
• Excellent verbal and written communication skills
• Proficiency with various computer programs including Microsoft Office programs and Google Docs
• Detail oriented, disciplined and organized
• Ability to manage time effectively
• Entrepreneurial spirit, ability to problem solve and build relationships
• Ability to manage multiple tasks simultaneously and execute goals
• Ability to maintain confidentiality and use appropriate discretion
• Big-picture thinking and a visionary
• Ability to work independently as well as collaboratively with a team, as required and necessary
• Have a demonstrated commitment to supporting communities who have experienced systemic oppression and bias (e.g. people of color, LGBTQ+ people, immigrants, justice involved persons, etc.)

EDUCATION EXPERIENCE

• High school diploma and 3 years of relevant work experience in related field
• A minimum of three to five years of experience performing administrative or direct service work; in a non-profit setting strongly preferred

Qualifications

Equal Employment Opportunity (EEO)/Affirmative Action Policy Statement

It is the policy of RiseBoro to provide equal employment opportunity to all employees and applicants for employment. No individual will be discriminated against on the basis of race, color, age, creed, religion, national origin, citizenship status, political or union affiliation, marital or partnership status, sex, sexual orientation or affectional preference, gender identity, familial status, genetic information or predisposition or characteristic, disability, status as a victim of domestic violence, status as a veteran or member of the U.S. military and related obligations, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, job placement, compensation, benefits, training and apprenticeship, employee development, promotion, demotion, discipline, transfer, lay-off and recall, and termination. RiseBoro makes reasonable accommodations based on religion and/or disability as required by law, and requests for accommodation are to be directed to the Human Resources Department.