Program: Manage the regular and ongoing daily operations of the organization’s programs.(15%)
- Ensure regular daily programming is carried out according to the design and intent set forth in the operational plan.
- Work with Director of Program Services & Impact [DPSI] to develop and review on a regular basis the program plan for content fit, effectiveness, and relevance.
- Ensure programming schedules are reviewed and aligned with program curriculum and activities routinely.
- Review program standards and personnel requirements needed to carry out programs.
- Ensure that there is a monthly review to update the supplies, equipment and curriculum needed to carry out programs safely and effectively.
- Review and update parent communication, procedure, policy and collateral material on a regular basis.
- Ensure the regular and ongoing implementation of parent activities and orientation.
- Ensure regular and ongoing review and coordination with service partners and other internal programs.
- Respond to emerging and ongoing needs and issues in the programs.
- Provide customer services to parents and the community in the event of complaints and concerns.
- Address and elevate concerns or potential concerns on a regular basis.
- Manage daily operational support and respond to routine questions and needs for support.
Personnel: Manage the personnel required to carry out the functions of the programs and responsibilities of the position.(15%)
- Manage hours and work schedules for all staff.
- Support and respond to program managers and staff to meet their daily needs.
- Work with the Executive Director and HR to identify and recruit personnel to limit vacancies.
- Work with the Executive Director and HR to screen and select personnel to meet program needs with budget expectations.
- With the support of the Director of Program Services & Impact, onboard and train staff on an ongoing basis to ensure a prepared and engaged program staff to meet current needs of youth and funding requirements.
- Prepare and support managers in their role as leaders and managers of teams of workers.
- Ensure regular and consistent review of staff performance in order to recognize, correct and address staff performance.
- Ensure consistent and regular implementation of policy and procedure with all personnel.
- In conjunction with the Executive Director, identify and address potential discipline and guidance needs with staff.
- Identify and coach potential staff for advancement and growth opportunities.
- Collaborate with the Executive Director and HR on all personnel items including but not limited to: hiring, discipline, coaching, documentation, and termination.
Facilities: Manage the safe and routine use of the facilities year round. (5%)
- Ensure facilities are ready for programming on time and on a regular basis to support programming and staff in all facilities.
- Ensure repairs and maintenance needs are communicated and followed up on a timely basis with maintenance staff.
- Ensure a daily and as needed assessment of all facilities is conducted to reduce risk and promote cleanliness.
- Use surveillance and security data to identify and address potential threats and weaknesses.
- Coordinate shared facility spaces to satisfy partnership needs while simultaneously meeting program requirements.
- Be available to support the Facilities Director addressing facilities concerns as needed.
Fleet: Manage the safe and routine use of the fleet of buses/vehicles year-round.(5%)
- Ensure the fleet of buses/vehicles is safe, road ready and clean.
- Ensure fire extinguishers are inspected annually.
- Ensure repairs and regular maintenance are performed to the fleet on a timely basis.
- Ensure registration, insurance and inspection stickers are up to date and located in the buses /vehicles at all times.
- Work with HR to ensure personnel are cleared to drive.
- Ensure that all vehicle logs are maintained and inspected on a regular basis.
Community Engagement: Develop and maintain strategic partnerships to enhance programs. Partnerships include school districts, community agencies, business/corporate entities, community coalitions, local governmental and law enforcement officials, churches, etc.(10%)
- Under the direction of the Executive Director, seek and secure strategically beneficial partnerships with external entities to meet organization needs.
- Maintain visibility and presence at community meetings, coalitions, chamber of commerce, etc., to build brand knowledge, understanding of the scope of The Salvation Army Boys and Girls Clubs (TSABGC) programs & services, and to develop influence and access over funding decisions which could benefit the organization.
- Build and manage partner agreements.
- Routinely review partners for fit, performance and quality.
- Ensure partner requirements are met.
Safety Program: Accountable for Safety of staff, youth, parents, visitors, club facilities at all Club Units by ensuring the implementation of sound safety practices throughout programming.(10%)
- Leadership role in TSABGC Safety Committee and serve as a key player in the development of institutional policies, procedures, and practices.
- Ensure that TSABGC and all unit clubs are in compliance with BGCA Safety Membership Requirements at all times.
- Take all necessary and reasonable precautions to protect members, staff, equipment, materials and facilities.
- Complete safety and health checklist at each club site monthly as assigned by the Executive Director.
- Responsible for identifying potential risks/issues at club sites and reporting to Executive Director immediately.
- Proactively address these risks with face-to-face training of staff.
- Ensure that all safety hazards within the club facilities are addressed immediately and that correction, repair and/or replacement of broken equipment or damaged facilities is taken care of.
- Ensure all accident and incident reports are completed, up to date and submitted to the administrative office for archiving.
- Ensure that outdoor learning and sporting areas are well maintained and have no safety issues.
- Work with Club/Site Directors on an ongoing basis to see that the following is maintained:
- Emergency Preparedness Plans are complete and posted in all club and are practiced regularly.
- Emergency Response numbers are posted and there is up-to-date family contact information and authorization for emergency care for each child readily available.
- Ensure all club site first aid kits are stocked on a regular basis.
- Serve as point of escalation, feedback and approval for reportable Club incidents and ensures the timely reporting and follow up of incidents and accidents.
- Ensure safety procedures are reviewed regularly, implemented and inspected for compliance.
- Ensure safety assessments and member feedback are reviewed and used to improve practices.
Data and Reporting: Manage the comprehensive collection and reporting of information for programs.(10%)
- Ensure the integrity and timeliness of all data collection and reporting of programs.
- Ensure the regular review of routine processes for data collection and reporting.
- Develops and manages reports to align with programming goals and reporting requirements.
- Complete the regular and as needed reporting to funding agencies and donors on program performance.
- Train and support staff to use data and reporting to support data-based decision making at the site level and program level.
- Be ultimately responsible for the program data, data integrity and security for programs.
Strategic Leadership: Collaboratively design, implement and evaluate the annual implementation of the chart of work [work plan] for the position.(15%)
- Work with the Executive Director to conduct regular evaluations and assessments to understand and identify current needs and opportunities.
- Review program performance and trend data to identify next step development opportunities for programs.
- Review long term strategic goals to identify an annual work plan for the areas of best and highest value for the programs and areas of responsibilities.
- Execute annual work plan.
- Elevate potential long term strategic growth areas for discussion and development to the Executive Director.
- Support Executive Director in developing, implementing and evaluating the broad strategic plan of the organization on an ongoing basis.
Resource Management(10%)
- Promote fiscal prudence across the Club Sites and assist in budget development as directed by the Executive Director
- Monitor and report variances in revenues and expenditures.
- Lead in the identification of process /operational efficiencies to drive down expenses.
- Meet or exceed all grant requirements and deadlines for grants including, but not limited to all government grants.
- Work with the Executive Director and Resource Development Staff/Board/Council to evaluate and secure new funding opportunities that complement BGCA’s mission and strategic direction.
- Assist the Executive Director and RD staff in developing successful corporate, government and foundation grant applications including narratives and budgets.
- Other duties as assigned.
Relationships(5%)
- Create and maintain positive relationships with Area Commander, Executive Director, Command leadership team, club staff, board/council members, donors, vendors, partners, and community agencies/partners.
- Demonstrate and display respect for Area Commander, Executive Director, Command leadership team, club staff, board/council members, donors, vendors, partners, and community agencies/partners.
- Always represent The Salvation Army Boys & Girls Club in a positive and professional manner.
- Coordinate and collaborate with all areas of the club and senior leadership team to be successful in this position.
- Internal: Maintain close, daily contact with Club staff, Club members and supervisor to receive/provide information, discuss issues, explain or interpret guidelines/instructions: instruct and advise/counsel
- External: Maintain contact as needed with external community groups, schools, member’s parents and others to assist in resolving conflicts.
Success Factors/Job Competencies
- Accountability - Making sure that you are successfully executing your job duties and the expectations of your position.
- Active listening – giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Adaptability – adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Administration and management – knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
- Coaching and developing others – identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
- Communication – Sharing the information within your department and throughout the organization ensures staff can work together to best serve the needs of our youth and organization.
- Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to the community, donors, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Commitment to safety – knowledge of relevant equipment, policies, procedures and strategies to promote and enforce safety for the protection of the members, staff, and organization.
- Detail oriented – execute tasks with minor errors and attention to detail.
- Ethical conduct – fairness, good faith and respect consistent with laws, regulations and organizational policies
- Interpersonal skills –maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things, developing constructive and cooperative working relationships with others, and maintaining them over time.
- Making decisions and solving problems - analyzing information and evaluating results to choose the best solution and solve problems.
- Organizing, planning, and prioritizing work – developing specific goals and plans to prioritize, organize, and accomplish your work.
- Quality control – demonstrates accuracy and thoroughness and monitors own work to ensure quality.
