Job Title: Program Manager Reports to: Chief Operations Officer or Chief Program Officer Status: Full Time
Position Summary: The Program Manager (school-based sites) oversees all aspects of assigned Kids’ Orchestra (KO) afterschool program sites, including supervision of staff and communication with students and families. The Operations Coordinator, in conjunction with the Chief Operations Officer (COO) ensures efficient operation of the KO office via assigned duties including student tuition, office equipment and supplies, and organization. Additional duties may be assigned by a supervisor based on candidates’ interests, skills, and qualifications.
Requirements: Minimum of bachelor’s degree in music, education, training, social work, human services, or a related field. Masters’ Degree preferred. At least 3 years of experience in education and positive youth development providing school based, afterschool and/or summer related programming. Must be proficient in Microsoft Office Suite and cloud-based services such as Microsoft SharePoint and Google Drive. Experience with CRM and/or Jackrabbit Class a plus. Excellent communication and time management skills required. Ability to work some evenings and weekends.
Essential Duties and Responsibilities:
Program Management
- Oversee logistics and serve as program manager to assigned sites
- Supervise site staff and teaching artists at assigned sites
- Communicate with parents and school/district admin regarding concerts, calendars, behavior, etc.
- Maintain student records and lists via Jackrabbit Class
- Maintain and fulfill on-site supplies, storage, and teacher requests
- Manage distribution of snacks at assigned sites and complete all relevant paperwork
- Communication with site staff and teaching artists
- Generate and distribute bi-weekly site paperwork (student rosters, attendance sheets, etc.)
- Ensure accurate attendance data collection for assigned sites
- Assist with securing substitute site staff/teaching artists
- Assist with implementation of Second Step SEL (Social and Emotional Learning) curriculum
Community Partnerships
- Interface with community partners and develop a rapport that reflects a collaborative spirit
- Seek new partnerships that would strengthen KO’s bond to the community
- Potential fundraising experience may include grant writing and management, corporate engagement, and individual giving based on candidates’ interests, skills, and qualifications.
Other Program Duties
- Assist with student recruitment and retention
- Assist with distribution and collection of equipment
- Attend and work concerts, community events, fundraisers, school events, etc.
- Occasional evening and weekend commitments required
- Maintain organization and cleanliness of common work and storage spaces in office
- Serve on relevant committees such as Grant Committee, Summer Camp Committee, etc.
- Attend and actively participate in all rhythm meetings
- Other duties as assigned
Operations Coordinator duties:
Student Tuition (In coordination with Operations Director)
- Generate and distribute tuition invoices, track payments, and update accounts across all necessary platforms and databases (Jackrabbit)
- Collect proof of income to determine level of tuition/payment plans
- Award scholarships, based availability of funding and family need
- Create and oversee of tuition promissory agreements
- Communicate with families when necessary for tuition collection
Financials
- Collect and maintain documentation for reconciliations
- Work in coordination with CPA to maintain accurate accounts payable and accounts receivable
Office equipment and supplies
- Maintain inventory of office supplies and order when necessary
- Maintain and assist with copy machine (ordering supplies, vendor relations, etc.)
Incoming and outgoing communications
- Answer phones, update auto attendant and phone tree, and serve as face for all KO visitors
- Maintain and distribute contact information for KO office staff
- Serve as point person for mailing, shipping, supplies, equipment, and errands
Office safety, security, and organization
- Help keep all community spaces clean and orderly
- Maintain communication between building owner and KO for maintenance, repairs, etc.
- Maintain office safety and security, develop emergency plan, and organize office ops and procedures
Kids' Orchestra is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, gender identity or expression, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
Kids' Orchestra's mission is to build a community of creative, confident, and socially engaged students through music education.