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Program Operations Manager

2 months ago

Andover, Kansas, United States YOUNG MEN'S CHRISTIAN ASSOCIATION OF WICHITA KANSAS Full time


YOUNG MEN'S CHRISTIAN ASSOCIATION OF WICHITA KANSAS - AFTER SCHOOL PROGRAM OPERATIONS MANAGER

GENERAL FUNCTION: The Program Operations Manager oversees the daily functions of a licensed school-age program (SAP). This role involves collaboration with fellow managers and guidance from the Child Care and Camp Branch Leadership team. The manager operates independently at their designated site, supervising group leaders and volunteers, managing relationships with parents and partners, ensuring compliance with licensing regulations and organizational policies, and delivering a high-quality program through the execution of approved activities and routines. Active engagement with youth and families during program hours is essential, along with additional administrative responsibilities outside of operating hours.

MINIMUM ENTRY REQUIREMENTS

Education/Experience Requirements:
  1. Minimum age of 18
  2. High School diploma or equivalent required
  3. At least 6 months of relevant experience working with school-age children, or a minimum of 15 hours of academic credit
Knowledge, Skills and Abilities:

The ideal candidate will exhibit proficiency in the following areas:
  1. Strong communication skills, both verbal and written
  2. Ability to maintain confidentiality and uphold professional integrity
  3. Collaborative team player who can also work independently and lead by example
  4. Timely and effective response to inquiries from employees, directors, parents, and other stakeholders
  5. Ability to engage with and work effectively with diverse groups of individuals in a friendly and consistent manner
Physical/Mental Requirements:
  1. Ability to perform moderate physical activities such as climbing, bending, stooping, kneeling, twisting, reaching, sitting, walking, and standing for extended periods; lifting and/or moving up to 75 pounds; and maintaining finger dexterity and visual acuity
  2. Possess mental alertness, problem-solving, and task management skills; ability to make independent and sound decisions in a dynamic environment
  3. Exhibit a high level of maturity, patience, dependability, sound judgment, and a passion for working with all age groups
  4. Consistently present a neat and professional appearance
Additionally, the manager is responsible for preparing daily activities, maintaining compliance of child files, record-keeping, and communicating with parents regarding their childcare accounts.

JOB REQUIREMENTS:
  1. Commitment to the YMCA mission, vision, and values
  2. Attendance at New Employee Orientation within 30 days of hire
  3. Completion of Pediatric CPR/AED and First Aid, KDHE Health History, Site Orientation, and other mandatory trainings as per Conditions of Employment
  4. Maintain a minimum of 16 hours of KDHE-approved training
  5. Familiarity with emergency procedures and action plans for the program site
  6. Understanding and adherence to all policies and procedures as outlined by the association and KDHE regulations for School Age Programs (SAP)
  7. Flexibility to work a schedule that meets the needs of the program site and department, including occasional weekends and evenings for staff training and meetings
JOB RESPONSIBILITIES

Staff Development:
  1. Foster personal relationships that build trust and support positive staff connections to the program, branch, and YMCA mission
  2. Ensure staff and volunteers adhere to program procedures and policies
  3. Guide staff in promoting positive behavior management and relationships with children
  4. Work collaboratively to develop staff members, providing ongoing feedback and coaching, and documenting successes and areas for improvement
  5. Conduct end-of-season reviews for all supervised staff
  6. Report any issues or concerns to the direct supervisor promptly
  7. Monitor staff attendance and timesheets, ensuring timely submission and approval each pay period
  8. Provide monthly updates to on-site staff regarding wellness initiatives and risk management policies
Program Operations:
  1. Plan, supervise, and implement quality activity plans in accordance with KDHE and YMCA standards
  2. Prepare and distribute monthly activity calendars, program schedules, food service menus, and staffing schedules, making adjustments as necessary
  3. Engage actively in program activities to build relationships with youth and serve as a role model for staff
  4. Facilitate food service programs as directed, including required documentation
  5. Maintain accurate attendance records and communicate discrepancies to Child Care Accounts
  6. Oversee the organization, maintenance, and inventory of equipment, supplies, and food storage used by the School Age program
  7. Effectively communicate the mission, vision, and values of the YMCA
  8. Check program communications daily and respond within 24 hours
  9. Review child files for compliance and follow up with parents as needed
  10. Administer medication and maintain accurate medication documentation
  11. Apply program policies respectfully when addressing staff, parent, and participant concerns
  12. Respond promptly to accidents and incidents, adhering to reporting policies and submitting documentation in a timely manner
  13. Coordinate weekly staff supply requests and inventory
  14. Plan and document monthly safety drills
  15. Complete the required monthly checklist and submit as needed
  16. Perform other duties as assigned
Fiscal Management:
  1. Maintain organized storage of equipment and materials to prevent loss
  2. Submit monthly mileage and expense reports in a timely manner
  3. Monitor attendance and enrollment to ensure staffing ratios are met; report fluctuations to the direct supervisor
Community Engagement:
  1. Lead assigned aspects of community engagement initiatives and fundraising efforts to meet goals
  2. Participate actively in annual campaigns, including solicitation of donations and facilitation of community tours
Facilities Management:
  1. Maintain familiarity with all risk management procedures and policies
  2. Ensure program areas and equipment are clean, organized, and safe; report irregularities to maintenance personnel
EFFECT ON END RESULT: Providing leadership and guidance to achieve the goals and objectives of the Association and Branch, resulting in high levels of participation, satisfaction, and retention of Child Care and Camp participants and staff.