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Special Projects Director

3 months ago

Philadelphia, United States City Year Full time

Position Overview

Position Details:

- Compensation for this position is in the $70,000 to $75,000 range.
- The anticipated start for this position is August 5, 2024.
- This position is hybrid: At least 3 days/week in-person in the Philadelphia office or schoolhouse for in-person support.

Position Overview:
Managed by the Executive Director (ED), the Special Projects Director (SPD) directs the City Year Philadelphia (CYP) Executive Office activities by managing the calendar, preparing for, participating in, providing follow up for and advancing internal and external activities led by the Executive Director (ED) of CYP. To be successful in the role, the SPD role is required to provide exceptional strategic, project management and administrative support to the ED and be comfortable working both collaboratively and independently in a fast-paced environment. Among the SPD responsibilities are leading the implementation, revisions, and progress monitoring of the site’s Site Advancement/Implementation Plan, including the Impact Program elements of the Enterprise Strategic Plan (ESP); daily operations of the Executive Office, supporting CYP’s Site Board and Committee meetings, overseeing CYP Leadership Team Meetings coordinating staff meetings and staff engagement activities, and other projects deemed essential by the ED to support site advancement. The SPD must collaborate with staff members across all departments at the Site and City Year Headquarters, particularly including the CYP Executive Leadership Team, the Site Leadership Team, Board members and their assistants.

**Job Description**:
Executive Office Oversight and Support - _35%_
- Serve as a thought partner and trusted advisor to the ED, maintaining confidentiality
- Partner on the time and activities of the ED’s schedule by determining delegation of participation in meetings, events, and projects to advance key site priorities, operating goals, and other initiatives
- Prepare accurate, timely, and coordinated internal correspondence on behalf of the ED
- Anticipate the needs of the ED and provide the necessary resources to engage in all meetings fully
- Build familiarity with City Year and Site policies, procedures, and processes to advise and inform the ED’s discussions, problem-solving, and decision-making
- Lead annual process each fiscal year to align Impact Department, Development Department, People & Operations Department, and Executive Office Annual Cycles, as well as Site-wide events into a Site-wide calendar
- Manage the budget for the Executive Office
- Own Executive Office folders in City Year’s SharePoint-based file management system and Microsoft Teams
- Manage Executive Office special projects, including, but not limited to:

- Annual school visits at the beginning of each school year
- Board Member gifting
- ED external organization associations
- Conferences, meetings, or gatherings hosted by the ED

Site Leadership, Project Management, & Staff Engagement - _35%_
- Schedule, design, and coordinate all planning for Executive Leadership Team (ELT) and Site Leadership Team (SLT) meetings and retreats
- Serves as a member of the Site Leadership Team (SLT), providing consultation to Site-wide policies, practices, and projects
- Form productive and collaborative internal relationships with staff and board members, with particular focus on the ELT, SLT, and Site Board members
- Coordinate the planning, implementation, and progress monitoring for the annual goal setting process and Site Advancement/Implementation Plan
- Help strategic ideas take root and provide early facilitation until a more formal project is established
- Provide support to leadership team members and their teams
- Lead the planning of staff sessions and staff retreats with support from the Director, People Experience
- Plan events and activities to celebrate and appreciate staff members, such as holiday gatherings, celebrations, seasonal initiatives; coordinate staff gifting
- Create and execute communications for staff through staff newsletters or other formats
- Execute project management at the request of the ED to oversee projects that call for collaboration with the EO
- Support staff engagement on behalf of the ED (welcoming new hires, recognizing staff anniversaries and birthdays, etc.)
- Assist the ED with rollout and initial implementation of new policies to ensure all goals and objectives are met

Board Operations Project Management - _25%_
- Coordinate all Board Meeting and Board Retreat logistics
- Create agenda and record minutes in Board Meetings, Nominating and Governance Committee Meetings, and bi-weekly check-ins with ED and Board Chair/Vice Chair
- Serve as the liaison/staff support to the Nominating and Governance Committee for scheduling meetings and gathering key information and support the ED with other committee engagement as needed
- Report on Board Member financial and in-kind contributions to the Site
- Support the Nominating and Govern