Administrative Program Manager

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Job description

Youth Program & Event Manager

Summary:
Provide support including administrative, logistical, communications, reporting, and information management assistance to the executive director and program and operations teams. This position ensures smooth, safer, and sound program delivery and office operations to advance the mission of our client's services.

Youth Program Core Responsibilities:

• Responsible for recording initial information regarding Diversion referrals, (i.e. database management, correspondence, etc.)
• Coordinate Diversion Groups (letters to Clients/ class registration/reminder letters)
• Responsible for recording data and producing reports for program internal and external use
• Coordinate professional development logistics
• Responsible for recording data and producing reports for program internal and external use
• Coordinate logistics (meetings, transportation, stipends, etc.) with youth leaders and their parent/guardian
• Work with Management Team to manage compensation process for youth leaders (required documentation, generate invoices, distribute stipends, etc.)
• Coordinate session packet (Registration Form, Code of Conduct, Information Packet, etc.) based on program templates

Administrative Core Responsibilities:

• Maintain a welcoming reception area for board, staff, clients and visitor
• Manage and update phone system based on needs of organization
• Distribute incoming and process outgoing mail and deliveries
• Maintain and update contact information for all employees and consultants
• Maintain a copy of the Employee Handbook, Payroll Schedule, and other materials for staff reference
• Manage facilities and coordinate with vendors per policy
• Purchase supplies and organize and submit supply receipts for payment processing
• Maintain an inventory of supplies, technology equipment and informational & promotional materials
• Develop and maintain directory of vendors
• Facility recommendations to ensure safety, upkeep, and communication
• Facility tours for rental/lease opportunities

Event Management Core Responsibilities:

• Manage inventory of and create check out process for staff to use display materials at onsite and/or off-site events
• Maintain organization-wide calendar of internal and external activities, events, program dates, etc
• Organize staff meetings including scheduling, preparation and distribution of documents, room set up, audio visual, and taking and circulating meeting notes
• Register the Management and Program Teams for professional development, events, and make travel arrangements as needed
• Manage event logistics according to budget and policies & procedures
• Manage annual Resource Development Plan for individual donors, funders, and partners
• Coordinate with Administrative Team to meet outcomes to strengthen & improve connections with supports
• Create and coordinate volunteer recruitment, training, and coordination when applicable
• Provide support of Board of Directors as instructed and authorized by the Executive Director
• Manage and provide oversight of organization databases
• Serve as an in-house expert and training resource for staff in utilizing the existing program database
• Generate reports to meet internal & external requests
• Communicate with staff to troubleshoot and/or make updates to ensure accuracy and relevance of system
• Facilitate data collection, disaggregation, reporting, and presentation
• Compose data narrative reports to meet funding reporting requirements
• Manage online presence to enhance brand via online platforms (social media, website, etc.)

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