The Youth Opportunity Operations Manager provides leadership, oversight, and administrative support for the organization’s Out-of-School Time (OST) programs, including afterschool, summer, and enrichment programming. This position is responsible for supervising program coordinators and site staff, ensuring high-quality program implementation, supporting employee development, strengthening school and community partnerships, and fostering positive relationships with families.
The Program Administrator serves as a key leader within the Youth Opportunity Department and plays an active role in advancing organization-wide community initiatives. Through strategic partnerships, community engagement, volunteer coordination, and collaboration with schools, families, and community stakeholders, this position helps expand opportunities and resources that support children, youth, and families throughout the community.
Essential Duties and Responsibilities
- Program Leadership and Staff Supervision
- Provide direct supervision, coaching, and evaluation of Youth Opportunity site coordinators and program staff.
- Oversee staffing assignments, schedules, and site coverage to ensure appropriate staffing levels and high-quality programming.
- Support recruitment, interviewing, hiring, onboarding, and retention of program staff.
- Facilitate orientation and onboarding processes for new employees.
- Coordinate and deliver staff training and ongoing professional development opportunities.
- Support staff performance management through coaching, mentoring, recognition, and corrective action as needed.
- Ensure staff compliance with organizational policies, grant requirements, and safety procedures.
- Provide leadership and support in behavior management practices, including staff coaching, incident review, family communication, and collaboration with schools to develop effective strategies that support participant success and maintain safe, inclusive program environments.
Program Operations and Administration
- Oversee daily operations of Out-of-School Time programs across multiple sites.
- Monitor program quality, implementation, and participant engagement in collaboration with the Youth Opportunity Operations Manager.
- Coordinate program schedules, calendars, and operational communications.
- Ensure sites have the resources, supplies, and support needed to successfully deliver programming.
- Assist with program planning, implementation, evaluation, and continuous quality improvement efforts.
- Support the development and implementation of department goals, strategies, and initiatives.
- Manage program budgets and expenditures, monitor spending, support grant-funded fiscal compliance, and assist with budget planning to ensure efficient and responsible stewardship of organizational resources.
- Provide direct program coverage when necessary to ensure safe operations, maintain program quality, meet required staff-to-participant ratios, and support continuity of services across all Out-of-School Time program sites.
Family Engagement and Communication
- Serve as a primary point of contact for families experiencing complex situations, concerns, or challenges.
- Work collaboratively with families to address participant needs, behavior concerns, attendance issues, and support plans.
- Facilitate positive communication between families, program staff, and school personnel.
- Coordinate department-wide communications regarding program updates, registration, schedules, policies, and events.
- Support family engagement opportunities designed to strengthen family connections and participation in programming.
- Ensure families receive timely, responsive, and professional communication and support.
School and Community Partnerships
- Develop and maintain strong working relationships with school principals, administrators, counselors, teachers, and other school personnel.
- Coordinate regularly with site principals to align program goals, expectations, communication, and school partnerships.
- Build and sustain relationships with community organizations, businesses, agencies, higher education institutions, and enrichment providers.
- Coordinate enrichment activities, guest presenters, field experiences, and collaborative programming opportunities across program sites.
- Serve as a liaison between Youth Opportunity programs and community partners to strengthen cross-sector collaboration.
- Identify opportunities to leverage community resources, partnerships, and expertise to benefit children, youth, and families.
- Represent the organization at community meetings, school partnership meetings, collaborative networks, and public events.
Organization-Wide Community Initiatives
- Support and participate in organization-wide community initiatives, strategic priorities, special events, and collaborative efforts that advance the organization’s mission and community impact goals.
- Collaborate across departments to coordinate community engagement opportunities, family-centered events, and cross-program initiatives.
- Assist in the planning and implementation of community outreach efforts that increase awareness of organizational services and resources.
- Foster partnerships that support children, youth, families, early learning initiatives, and broader community well-being.
- Promote organizational priorities and community impact efforts through active participation in coalitions, workgroups, and collaborative networks.
Volunteer Management
- Recruit, onboard, train, and support volunteers serving within Youth Opportunity programs.
- Ensure volunteers complete all required documentation, background checks, fingerprinting, and training requirements.
- Coordinate volunteer placement and engagement across program sites.
- Maintain volunteer records and assist with volunteer recognition efforts.
- Develop positive relationships with volunteers and community members supporting program initiatives.
Compliance, Safety, and Risk Management
- Coordinate fingerprinting and background check processes for staff, volunteers, and program partners as required.
- Ensure compliance with organizational policies, school district requirements, grant expectations, licensing regulations, and safety standards.
- Support incident reporting, documentation, behavior management procedures, and risk management practices.
- Assist in maintaining safe, inclusive, and welcoming environments for participants and staff.
- Support documentation and follow-up related to participant behavior concerns and family communication.
Collaboration and Organizational Support
- Collaborate closely with the Youth Opportunity department staff to support department goals and organizational priorities.
- Participate in strategic planning, program development, organizational initiatives, and leadership meetings.
- Support grant implementation, monitoring, and reporting activities as needed.
- Contribute to continuous improvement efforts designed to enhance program quality and organizational effectiveness.
- Promote the mission, vision, and values of the organization through all interactions and activities.
Qualifications
Education and Experience
- Bachelor’s degree in Education, Youth Development, Social Work, Recreation, Human Services, Business Administration, or a related field preferred
- Minimum of three years of experience in youth programming, education, afterschool programs, or related services.
- Previous supervisory experience required.
- Experience working with schools, families, volunteers, and community partners preferred.
- Experience managing programs across multiple sites preferred.
Knowledge, Skills, and Abilities
- Strong leadership, staff supervision, and team-building skills.
- Excellent interpersonal, communication, and relationship-building abilities.
- Strong conflict resolution and problem-solving skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong organizational and time-management skills.
- Ability to work collaboratively with diverse stakeholders including families, school personnel, staff, volunteers, and community partners.
- Proficiency with Microsoft Office and database management systems.
- Commitment to positive youth development, inclusion, and family-centered practices.
Physical Requirements
- Ability to travel regularly between program sites, schools, meetings, and community locations.
- Ability to stand, walk, and actively participate in youth programming activities.
- Ability to occasionally lift and carry up to 25 pounds.
- Ability to attend occasional evening and weekend meetings, events, and trainings.
Other Duties as Assigned
This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required of the position. The Youth Opportunity Operations Manager may be assigned additional duties and responsibilities as needed to support the Youth Opportunity Department, organization-wide initiatives, community engagement efforts, and the overall mission and goals of the organization.
