ASES Site Supervisor

Club/X-Track School Sites (Location may change due to business needs)

DEPARTMENT/PROJECT OVERVIEW

The Boys & Girls Clubs of Greater San Diego (BGCGSD or Clubs) CHANGES LIVES through quality programs and guidance in a safe, affordable and fun environment. BGCGSD’s mission is to inspire and enable youth to achieve academic success, build good character and responsible citizenship and make healthy lifestyle choices. We have been providing a safe, fun, and positive environment at our sites with trained and dedicated professional staff for over 80 years. Members are involved in age-appropriate activities based upon our three priority outcomes of Academic Success, Character Development, and Healthy Lifestyles.

POSITION OVERVIEW

The X-Track Site Supervisor coordinates, implements, and oversees the success of virtual and classroom instruction of the After School Education and Safety (ASES) Program. Collects and analyzes achievement data. Maintains a strong connection between the school day and the after-school program. Coordinates and develops learning and enrichment partnerships with community and youth service agencies. Manages the recruitment of Program Leaders and participates in the selection of students for the after-school program. Leads, inspires, trains, and assesses part-time staff who work at the X-Track sites. With direction from the ASES Manager or designee, strengthen and align the BGCGSD educational and enrichment programs in accordance with ASES grant funding guidelines and BGCGSD program requirements and expectations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Club/X-Track School Sites (Location may change due to business needs)

Function Name/Tasks

1. SAFETY & WELLNESS

1. Ensure all current safety protocols are being adhered to: adults are wearing face coverings, social distancing, frequent hand washing, etc.

Function Name/Tasks

2. PROGRAM DEVELOPMENT AND IMPLEMENTATION

1. Ensure the program adheres to current safety guidelines.
2. Ensure Group Leaders are properly trained and appropriately engaged with members.
3. Develop and oversees the virtual online program.
4. Achieve and maintain practical capacity, virtually or school site based on organization guidelines.
5. Achieve and maintain compliance with all program standards.
6. Develop and adhere to a written annual Program Plan that has growth goals in several areas, including metrics.
7. Plan and oversee the administration of designated BGCGSD programs and activities that support Youth Development outcomes.
8. Perform various administrative tasks, including answering emails.
9. Create program objectives consistent with organizational goals and mission; oversee the provision of day-to-day program activities in accordance with established standards and goals.
10. Provide direction to Group Leaders to encourage members to participate in a variety of program areas/activities and provide instruction, and deliver constructive feedback to develop skills in program area(s).
11. Be actively engaged in operation and club committees each year.
12. Evaluate programs on a continual basis, ensuring that all programs and activities implemented are in response to member needs as identified through a comprehensive assessment.
13. Ensure that the Vision membership data is current, accurate, and easily retrievable.
14. Adhere to and comply with all BGCGSD policies and procedures.

Function Name/Tasks

3. BUDGET, FINANCE, AND REPORTING

1. Monthly reports must reflect all activities, attendance, and participation, review weekly Group Leader, reports to be included in a weekly report to the ASES Manager.
2. Work with admin team in the administration of grant requirements and member participation to satisfy grant requirements; earn all potential grant revenue.
3. Control Club site expenditures within budgeted allotments. (Exception: higher ADA=additional staffing)
4. Accountable for the proper maintenance of all financial documentation and records in accordance with BGCGSD policy and procedures.

Function Name/Tasks

4. OUTREACH AND PROMOTION

1. Maintain current and active membership in a local service club and/or approved community organization.
2. Develop and maintain public relations to increase the visibility of programs, services, and activities within the Club and the community.
3. Schedule monthly meetings with the principal to build and maintain relationships with school leadership.
4. Develop and implement an annual outreach plan that includes details of Club site promotion.
5. Establish goals for the recruitment of program volunteers.
6. Make a minimum of three (3) presentations about Club services to schools, community groups, or local civic groups.
7. Develop site-specific information, calendars, and publicized events and submit to Development for posting on the Web site and relevant social media outlets.
8. Support organizational standards regarding internal and external Club messaging, marketing materials, and logo usage.

Function Name/Tasks

5. RESOURCE DEVELOPMENT AND MANAGEMENT

1. Work with the Development team to annually solicit funds from appropriate local service clubs.
2. Document all donations and gifts, whether in-kind or other, timely and accurately as outlined by policy.
3. Work with ASES Manager to create annual contribution goal plan; develop steps to meet an identified goal.
4. Support organizational-wide and any local fundraising events as needed.

Function Name/Tasks

6. FACILITY MANAGEMENT

1. Ensure new cleaning/disinfecting protocols are being followed.
2. Responsible for site remaining clean, neat, organized, and in good repair.
3. Report all facility repair requests to the school administration/janitorial team for scheduling.
4. Keep all equipment in good repair and ready for play; maintain a clean and orderly Club.
5. Maintain an up-to-date inventory of Club equipment and supplies.
6. Make certain that program areas are well lit and that club equipment is maintained in good working condition.

Function Name/Tasks

7. PERSONNEL MANAGEMENT

1. Assist with supervision of approximately 10 to 20 youth (depending on the current guidelines) in various recreational and developmental activities in multiple areas.
2. Supervise 4-12 club staff.
3. Maintain accurate records of volunteers.
4. Communicate any potential issue or concern regularly with ASES Manager regarding personnel, parent, peer, partners, or Club members.
5. Conduct an annual, written performance evaluation (which includes goals and objectives to be met over the next evaluation period) of each subordinate staff member.
6. Ensure that all subordinate staff attends all mandatory staff training.
7. Responsible for Club staff become 100% trained at the Foundation Level of Youth Development in BGCA’s Leadership University within one (1) year of their employment.
8. Personally complete the Foundation Level of Management in BGCA’s Leadership University within the first year of employment.
9. Communicate with HR on all proposed written performance documentation, issues, and concerns with subordinate staff.
10. Conduct one (1) individual coaching session with each subordinate staff quarterly, discussing work performance and expectations, goals, and training.

QUALIFICATIONS

1. Four-year degree from an accredited college or university with a minimum of two (2) years relevant experience working in a Boys & Girls Club; or an equivalent combination of knowledge and experience. (Required)
2. Demonstrated leadership to coordinate and evaluate the efforts of staff in the accomplishment of program goals, set performance standards by observing behavior, providing objective feedback, and counseling and implement corrective actions as needed to mediate disputes and resolve conflicts. (Required)
3. Management skills to develop and implement long-range and operational plans and to identify and effectively coordinate resources to meet program needs; working knowledge of budget preparation, control, and management; skills in fund-raising events. (Required)
4. Aptitude to work well under pressure with multiple time constraints and changing deadlines. Must be able to work in an environment with shifting priorities and frequent interruptions. (Required)
5. Exceptional interpersonal and communication skills. Ability to interact and communicate effectively with a wide range of personalities using tact, diplomacy, and flexibility. Strong oral and written communication skills to convey accurate and correct information effectively through personal presentations and written material. (Required)
6. Supervisory skills to effectively lead, motivate and manage staff; delegate and reassign tasks, monitor production and quality of work, set performance standards, assess individual capabilities and workloads, conduct performance evaluations, and mediate conflicts. (Required)
7. Solid analytical skills for identifying areas for improvement and developing innovative solutions. Ability to recognize problems, conflicts, or impact to others, research options, present alternatives, implement solutions and follow through to ensure goals are met. (Required)
8. Experience using communication tools like Zoom and Skype preferred.
9. Proficiency in using Microsoft Office suite; (Word, Excel, Outlook) Experience in scheduling and maintaining multiple calendars in Microsoft Outlook. Verified knowledge in database system management and reporting. (Required)
10. Demonstrated skills in facilities management, planning and implementing fund-raising events, and volunteer management. (Required)
11. Maintain partner certifications and trainings, i.e., CPR/First Aid; Food Handlers, etc. (Required)
12. Demonstrated presentation skills and experience conducting training, workshops, and seminars to various audiences. Knowledge of coaching strategies and program evaluation techniques. (Required)
13. Previous work experience within a nonprofit or grant-making foundation is a plus or similar organizational planning and supervising activities based on the developmental needs of young people. (Preferred)
14. Valid California Commercial Driver's License (CDL) OR CDL (Class B) license; Passenger and School Bus Endorsements; Air Brake Certification; DOT Medical Examiners Certificate within 9 months. (Acquired)

Special Conditions of Employment:

• Successful completion of a pre-employment background check and drug screening.
• Valid Driver’s license and verification of insurance.
• Certified school bus driver or ability to attain certification within 9 months.
• Occasional weekend and evenings in support of fundraising events, committee meetings, trainings, and activities.
• Clear TB test as required by the school district
• CPR & First Aid Certification.