Operation specialist

Section 2 : Purpose of the Position

Primary functions and purpose of this position including overall objectives of the position

As a member of the program services team, the Program Operations Specialist works with the Chief Program Officer (CPO) and program-level Directors to support all the moving parts involved in delivering Onward We Learn full suite of programs.

The Program Operations Specialist will provide core operational and logistical support to Onward We Learn High School and Post-Secondary teams for in-person, hybrid, and virtual programs.

The Program Operations Specialist will manage key components of program planning, reporting systems, and student attendance systems.

The Program Operations Specialist will also support operations for part-time staff and Saturday programming.

Section 3 : Major Responsibilities

Major responsibilities, essential functions, and / or activities required to perform the position including the portion of time spent needed to perform each responsibility and how the work of the position should be accomplished.

Major Responsibility and Percentage of Time :

PROGRAM OPERATIONS AND LOGISTICS 40%

Supporting Actions :

• Maintain strong working knowledge of departmental program offerings, including program schedules, budgets, and logistics.
• Identify, recommend, and implement process updates and improvements that support more efficient operations. Propose ideas to enhance programs.
• Provide part-time staff with logistics and materials needed to run programs
• Prepare run of the show preparation documents as required
• Coordinate and plan key program details and aspects such as purchasing of supplies, transportation, technology, and food from program conception to completion Ensure orders are executed in a timely fashion.
• Communicate with vendors, venues, and facilities contacts, as appropriate
• Regularly attend program team, high school team, and postsecondary team meetings to assess program timelines and provide updates as appropriate
• In Coordination with Directors, the Chief Program Officer, and Chief Financial Officer, plan programs to ensure compliance with insurance, legal and health, and safety obligations
• Proactively handle arising issues and troubleshoot any emerging problems during the program planning phase
• Assist with transporting programs materials and supplies as requested
• Major Responsibility and Percentage of Time :

PROGRAM QUALITY IMPROVEMENT 30%

Supporting Actions :

• Utilize technology to assist teams with program recruitment and registration. Regularly monitor registration to inform recruitment strategies and provide registration updates to teams.
• Utilize organizational program planning and program review tools
• Oversee key transactional components of the data system, including contact logs, advisor attendance, program databases, etc.
• Monitor and communicate with Post-Secondary and High School Directors about staff compliance with paperwork requirements
• Support the ongoing refinement of the Onward We Learn student database and program management system as needed
• Provide regular management services & on-site support for the Onward We Learn's Saturday programming.
• Manage and analyze database information and use it to provide strategic direction and information to advisors about recruitment efforts, enrollment, programming, etc.
• Major Responsibility and Percentage of Time :

GENERAL PROGRAM SUPPORT 30%

Supporting Actions :

• In coordination with Directors, participate in the budget monitoring process to ensure that program costs remain within budget.
• In collaboration with the Chief Program Officer provide guidance and support to advisors when Directors are out of the office.
• Collaborate with key staff to plan and deliver high-quality college access programs to Onward We Learn students and families.
• Provide orientation and training for new hires as appropriate
• Collaborate with staff organization-wide, including admissions, family engagement, MS programs, and learning and development to create a seamless programming experience for students and their families.
• Manage alumni outreach and engagement
• Perform other job duties as assigned

Section 4 : Position Qualification and Competencies

Required KSOC's (knowledge, skills, abilities, and other characteristics)

• A commitment to Onward We Learn's mission and an ability to communicate this mission to others.
• High energy level, time and multiple tasks management, organizational skills, and strong interpersonal skills are a must.
• Demonstrated knowledge of the program and / or event planning and service delivery.
• Ability to positively support teams to identify their needs and assist with details of program planning
• Excellent written and oral communication skills.
• Ability to manage multiple projects simultaneously
• Ability to work independently and follow directions.
• Advanced knowledge of Microsoft Excel, proficient in Office 365
• Ability to embrace and manage change.

Desired Skills

• Preference will be given to qualified candidates with bilingual fluency (English / Spanish).
• Ability to learn new software and technologies
• Knowledge of program planning, budgeting

Education and Experience Requirements :

• Candidates must possess a bachelor's degree
• A minimum of three years of work experience in education, youth development, and / or program or event management

Section 5 : Other Requirements

• Each employee of Onward We Learn is expected to demonstrate the following in the regular performance of his or her job duties :
• Commitment to the vision, mission, and values of Onward We Learn.
• A positive attitude and willingness to contribute productively to the success of your team and the organization.
• An understanding of and commitment to Onward We Learns core competencies of accountability, collaboration, communication, institutional values, and service.
• Active participation in efforts geared toward directing and improving the overall operations of Onward We Learn, such as strategic planning, organizational development, and performance improvement.
• Commitment to acting as an advocate and ambassador for Onward We Learn.
• Knowledge of the barriers and obstacles that low-income families and first-generation students encounter in the journey to higher education is preferred.
• Sense of ownership and pride in personal performance.
• Adherence to all existing company policies and procedures.
• Perform additional duties as needed.

Section 6 : Additional Information?

HOW TO APPLY

Please apply online here and submit a resume and cover letter that details how your skills and experience meet the requirements of this position Applications will be accepted until the position is filled.

Onward We Learn is committed to diversity and a workplace environment that respects, appreciates, and values employees from all backgrounds.

EQUAL EMPLOYMENT OPPORTUNITY

Onward We Learn is committed to recruit, hire, and promote individuals without regard to race, color, religion, national origin, sex, sexual orientation, age, physical or mental disability, or veteran status.

This policy applies to all terms, conditions, and privileges of employment including recruitment, hiring, orientation, training, placement and employee development, promotion, transfer, compensation, benefits, layoffs, termination, and retirement.

Onward We Learn complies with all applicable state and federal regulations regarding hiring.

Salary Range; $54,000 - $75,000

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Last updated : 2024-05-21