School Age Manager

Job DescriptionJob Description

JOB TITLE: School-Age Manager STATUS: Full Time

FLSA STATUS: Exempt CUSTOMARY HOURS: M-F, 8 hours/day

REVISED APPROVED DATE: May 7, 2024 HOURS/WEEK: 40 hours

SALARY GRADE: 10

DIVISION: Marillac St. Vincent Family Services

DEPARTMENT: Program and Services

DIRECT SUPERVISOR: Senior Director of Youth Services

DIRECTLY SUPERVISES: School-Age Program Staff

Mission

Marillac St. Vincent Family Services strengthens and amplifies the voices of marginalized communities – in the Vincentian spirit of service – through education and programs tailored to foster thriving families and sustainable communities in Chicago.

Core Values

Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect and empowerment in our daily work, as we serve the needs of others.

Integrity - Acting with transparency, humility and honesty

Excellence - Providing quality care with compassion

Creativity - Being continuously resourceful and inventive

Advocacy - Supporting the cause of those who lack resources for a reasonable quality of life

Respect - Recognizing our own value and upholding the dignity and value of all people

Empowerment - Providing skills and resources to achieve full human development

Team Behaviors

1. Versatility – Understanding and appreciating different and opposing perspectives on an issue; adapting one’s approach as the requirements of the situation change; an eagerness for positive action; self-control; active listening.
2. A collaborative work model – Cooperatively working and sharing responsibility; contributing to the group effort; realizing a sense of commitment and ownership in the success of the organization’s goals.
3. Mutual accountability – Holds others accountable with their roles; provides and receives feedback and takes constructive action.
4. Client/customer advocate – Identifies opportunities to improve quality of services; presents one’s self professionally.
5. Protects confidentiality & privacy – Respects and protects information about all staff and clients.

General Summary:

Provides direction and leadership for school-age programs that foster the educational, social, emotional, and healthy lifestyles of young people. Ensure a safe, efficient and effective environment for program participants. Support to develop and implement strategies and processes that create a clear and concise pathway to program enrollment and outcomes metrics. Along with the Senior Director of Youth Services, developing, planning, evaluation, organizing metrics and impact data to bring about the successful design and completion of strategic initiatives and projects. Work closely with staff, community partners, and stakeholders to create impactful youth services. The Manager will lead a team dedicated to delivering high-quality services, ensuring these programs are accessible, engaging and effective in meeting the diverse needs of the youth community.

Duties & Responsibilities:

• Manage and supervise program staff, interns, and volunteers.
• Leads self and others by demonstrating the ability to pivot and respond to unpredictable, disruptive, and ambiguous situations.
• Manage complex behaviors with youth with a trauma informed approach, as well as lead and train staff on appropriate behavior management in their program spaces.
• Lead, coach, mentor, and develop a team of school-age services staff and volunteers, fostering a positive work environment and promoting professional growth.
• Collaborate with Development team for fundraising opportunities to assist in the provision of funds to scale, operate, and maintain programming.
• Cultivate relationships with member families and act as primary contact for parents and caregivers.
• Collaborates with Senior Director of Youth Services to develop, implement and report on quality goals, metrics/evaluations of program services.
• Complete monthly, quarterly, and annual reports and other essential documents and correspondence as required by funding sources and Marillac St. Vincent Family Services.
• Establish and maintain parent communication through dialogues, newsletters, handouts, conferences and parent – volunteer opportunities
• Conduct daily observations in classrooms to guide best practices in program delivery.
• Substitute in classrooms to maintain staff-child ratios.
• Manage staff schedules and staffing patterns and make necessary adjustments as needed.
• Maintain accurate documentation on staff, (e.g., attendance, evaluations, recognition, in-service, training, hiring, discipline actions and terminations). Conduct ongoing evaluations of school-age staff in preparation for annual performance evaluation and accreditation in a timely manner.
• Plan and conduct staff meetings. Submit documentation of meetings to the Director and maintain staff in-service records for DCFS and accreditation standards. Attend Manager meetings, attend professional conferences and workshops as designated by Senior Director of Youth Services.
• Conduct orientation of new parents and children. Establish a professional, supportive relationship to meet the needs of the individual parent. Work with staff to organize Family Night once a year and to schedule Parent-informational meetings at least twice a year.
• Work collaboratively with Family Support and School-Age staff to create appropriate behavior management plans.
• Collaborate with staff to order and purchase classroom equipment/materials to support curriculum plan meet budget objectives. Coordinate field trips for classrooms including calendar of events, securing fees and transportation arrangements.
• Work with staff to maintain a clean and safe environment. Make necessary requisitions for repairs and follow up on completion.
• Perform other duties related to the job (including but not limited to interviewing prospective new staff; planning strategies for transitioning children; providing back-up coverage; serving on committees, administer medication and completing incident reports).
• Design and implement age-appropriate activities and curriculum that align with educational standards and promote social, emotional, and physical development.
• Manage program budgets, including monitoring expenses, and allocating resources effectively.
• Collaborate with school administrators, teachers, and community partners to coordinate program logistics, share resources, and promote program awareness.
• Conduct ongoing evaluation of program effectiveness and adjust as needed to enhance quality and meet the needs of participants.
• Oversee and monitor transportation logistics of school-age students from community schools to the afterschool program.
• Participate in hiring, performance reviews, leaves, promotions, salary changes, terminations, and documentation of all personnel actions.
• Ensure systems are in place and monitors compliance with procedures for maintenance of confidentiality of data.

Education and Experiences:

• Bachelor’s degree in Education, Youth Development, Recreation Management, or related field from an accredited college or university with experience working in family services in a nonprofit social-services setting required.
• Minimum of 3 years of experience in youth development with at least 2 years of direct youth facilitation experience.
• Minimum of 3 years of experience managing staff and volunteers in a diverse and dynamic environment.
• Proven track record of designing and implementing successful youth programs.

Qualifications

• Demonstrates effective interpersonal skills to establish and maintain rapport and professional relationships with co-workers, team members, and families enrolled in services. Ability to relate to a diverse population.
• Demonstrates effective written and oral communication skills to effectively address varied audiences.
• Demonstrates ability to work effectively in a team-oriented, collaborative environment and builds positive relationships with participants, staff, various levels of management, community-based organizations, funders, and government agencies.
• Demonstrates effective interpersonal, conflict-resolution skills, and make effective decisions under pressure.
• Manage crisis situations in a calm and effective manner.
• Demonstrates the ability to work independently, with the ability to handle daily responsibilities and projects with minimal direct supervision.
• Demonstrates initiative, consistent follow-through, and the ability to manage multiple tasks and meet deadlines.
• Demonstrates intermediate computer skills, including Microsoft Office Suite, Outlook, videoconference software and client electronic data systems.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. The employee must occasionally lift and/or move up to 30 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Internal office space.
2. The noise level in the work environment is usually moderate.

Screenings

• The applicant must submit to a criminal background check and adult abuse and neglect screening and maintain a cleared status throughout employment.
• The applicant must submit MMR, Tdap and pass a TB and immunization health screen upon hire and update TB/physicals as required by the licensing standards.

Additional Requirements

• Extended work hours beyond 40 hours/week when necessary, including evenings, weekends and for special events.
• Flexibility with schedule as requested.
• Overnight trips may be required periodically.

This job description does not constitute an employment contract or an offer of employment. Marillac St. Vincent Family Services reserves the right to change and/or modify this job description. Every effort has been expended to ensure the accuracy and thoroughness of the job descriptions, however, it is not possible to detail every single task of the job or predict some circumstances and changes. As a result, employees may be assigned to perform other related duties in support of the program and the mission of the agency. Marillac St. Vincent Family Services is an equal opportunity employer.

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