21CCLC Afterschool Program Coordinator

Applitrack; Town of Sun Prairie (WI); On-site; USD 34,000 - 41,000; Full time

Job summary

Applitrack is seeking a program manager to oversee 21CCLC staff, grant development, data tracking and daily program operations for the district's 21CCLC grant. Reporting to the Building Principal, you will work with school leadership to prioritize outcomes, recruit staff, and ensure compliance with grant requirements.

The role requires strong organizational skills, budget oversight, and effective communication with diverse stakeholders, including families and community partners.

Qualifications

• Advanced knowledge of office practices, procedures, and equipment.
• Excellent spelling, punctuation, and English grammar skills.
• Ability to compose correspondence and memorandums.
• Ability to communicate effectively and sensitively both orally and in writing.
• Excellent human relations skills to interact with all employees, students, parents, representatives from community agencies, and the public.
• Skill and knowledge of word processing, spreadsheet, and presentations applications.
• Aptitude for organization and detail.
• Ability to work independently, prioritize work to meet schedules and timelines, and maintain composure under pressure.
• Ability to exercise judgment in handling information of a highly sensitive and confidential nature with tact, diplomacy, and strict confidentiality.
• Ability to analyze issues and problem-solve.

Responsibilities

• Oversee 21CCLC staff and grant program operations.
• Coordinate recruitment and attendance tracking to meet grant compliance.
• Coordinate meetings, record minutes, and manage action items.
• Manage Cayen systems database for program data and attendance.
• Monitor, reconcile and maintain the budget; order supplies as needed.
• Assist with grant compliance monitoring and end-of-year data reports.

Skills

Office software

Communication

Organization

Confidentiality

Data handling

Education

High School Diploma or equivalent

Tools

Word processing

Spreadsheets

Presentations

Job description

Starting Salary: $37,231 annually

This position is full time position, during the school year (190 days). This position is benefit eligible and comes with paid time off and paid holidays.

SUMMARY

This position, under general supervision, will oversee 21CCLC staff, program development, data tracking and daily program management for the Building's 21CCLC grant program to ensure grant compliance. This position will conduct their work in accordance with District policies, procedures, and guidelines. Responsibilities include prioritizing and executing complex, competing tasks; successful recruitment and management of grant staff; and assisting with the coordinating the operations of the program. This position reports to the Building Principal.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Work closely with the Directing Principal and Community Schools Program Coordinator to prioritize outcomes for grant programs and plan schedules, recommending action to improve before and after school programs; work in partnership with the Community School Site Coordinator, school leadership teams and other school staff to identify what needs 21CCLC programs can meet and how they will address those needs.
• Work in partnership with school leadership to recruit and retain students in the program - this will include creating and managing a two-way communication pipeline from the school to students to families. Must ensure that the program maintains an average daily attendance that is in compliance with the grant.
• Schedule and coordinate meetings, appointments, and special events for the 21CCLC program. This includes compiling meeting materials, scheduling rooms, recording and preparing minutes, and following-up on future agenda and action items.
• Manage the Cayen systems database to track all grant-related program data, including but not limited to, program classes, daily attendance, family events and student contact information.
• Monitor, reconcile and maintain the budget. Order and maintain supplies and materials as needed for the 21CCLC program.
• Assist with grant compliance monitoring and end of year data reports.

Other duties may be assigned

SUPERVISORY RESPONSIBILITIES:

Oversees grant program workflow. Direct management of 21CCLC staff.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to eligible individuals with disabilities to perform the essential functions.

• Advanced knowledge of office practices, procedures, and equipment.
• Excellent spelling, punctuation, and English grammar skills.
• Ability to compose correspondence and memorandums.
• Ability to communicate effectively and sensitively both orally and in writing.
• Excellent human relations skills to interact with all employees, students, parents, representatives from community agencies, and the public.
• Skill and knowledge of word processing, spreadsheet, and presentations applications.
• Aptitude for organization and detail.
• Ability to work independently, prioritize work to meet schedules and timelines, and maintain composure under pressure.
• Ability to exercise judgment in handling information of a highly sensitive and confidential nature with tact, diplomacy, and strict confidentiality.
• Ability to analyze issues and problem-solve.

EDUCATION and/or EXPERIENCE:

High School Diploma or equivalent and three to five years of experience in grant/program management.

COMMUNICATION AND LANGUAGE SKILLS:

Ability to read and interpret documents such as district reporting forms, procedure manuals, and governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from diverse groups of administrators, school board members, staff, and the general public.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, divide, and calculate decimals and percents.

ANALYTICAL AND REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, verbal, digital, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions and deal with problems involving several abstract and concrete variables.

PHYSICAL ATTRIBUTES:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear and operate a computer. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds, such as boxes of paper. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate, but can be disrupting at times. Position usually demands meeting deadlines with severe time constraints and multiple, constant interruptions.

PHYSICAL REQUIREMENTS:

Shall complete a physical examination as required by Wisconsin Statute 118.25