Associate Manager, Resilience Corps

Prismhr Hire; San Jose (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401k with matching

Paid time off

17 paid holidays

Job summary

San José Public Library Foundation is seeking an Associate Manager for the Resilience Corps Learning Pathway to oversee day-to-day operations, records, and onboarding for RCAs. You will coordinate timesheets, payroll, compliance, and reporting, while supporting partner sites and program logistics.

The role requires strong organization, communication, and multi-tasking skills, with experience in program administration and Microsoft Office suite.

Qualifications

• The ideal candidate must have at least two years of experience in program administration, operations, project coordination, or a related field.
• Outstanding organizational, interpersonal, and time-management skills are required.
• The candidate must be computer literate with Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Timesheet and payroll administration for Resilience Corps Associates, including reminders, corrections, and documentation.
• Maintain RCA master workbook, employee schedules, site placements, and status information.
• Track background checks, TB clearances, meal waivers, forms, and other compliance documentation.
• Manage Clipper Card distribution, tracking, and documentation.
• Gather and maintain documentation for program reports, invoices, reimbursements, and expenses.
• Support monthly state reporting packet preparation with RC-LPS and COO.
• Maintain program inventory and equipment records.

Skills

Program administration

Operations

Project coordination

Attention to detail

Communication

Tools

Microsoft Word

Excel

PowerPoint

Job description

Job Title: Associate Manager, Resilience Corps

Reports to: Chief Operating Officer

Status: Full-time, exempt, hybrid work

Position Summary & Purpose:

The Resilience Corps Learning Pathway provides young adults with meaningful employment and professional development opportunities while supporting expanded learning programs for K-12 students across San José. Resilience Corps Associates (RCAs) are placed at partner sites where they gain hands-on experience, build professional skills, and support students and communities.

The Associate Manager, Resilience Corps plays a key role in the day-to-day administration and operations of the Resilience Corps Learning Pathway program. This position is responsible for maintaining the systems, documentation, logistics, and administrative processes that support Resilience Corps Associates and effective program implementation.

Working closely with the Program Manager and Chief Operating Officer, the Associate Manager coordinates timesheet and payroll processes, onboarding administration, compliance documentation, professional development logistics, program records, reporting documentation, and other operational needs. The role also supports partner site coordination and helps ensure key program information and documentation remain accurate, organized, and up-to-date.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple processes and deadlines at once. Strong communication, follow-through, problem-solving, organization, and time-management skills are essential to this role.

Responsibilities and Objectives:

Program Administration & Operations (60%)

• Timesheet and Payroll Administration: Manage day-to-day timesheet and payroll processes for Resilience Corps Associates, including reminders, corrections, documentation, tracking, and follow-up to support timely and accurate submissions.
• Program Records and Tracking: Maintain the RCA master workbook, employee schedules, site placements, employee status information, and other key program records to ensure information remains accurate and up-to-date.
• Compliance Documentation: Track background checks, TB clearances, meal waivers, required forms, and other program compliance documentation. Follow up on outstanding items and maintain organized records.
• Transportation Support: Manage Clipper Card distribution, tracking, documentation, and follow-up for Resilience Corps Associates.
• Reporting and Documentation: Gather, organize, and maintain supporting documentation for program reports, invoices, reimbursements, expense tracking, and compliance requirements.
• State Reporting Support: Support preparation of the monthly state reporting packet in partnership with RC-LPS and the Chief Operating Officer, including gathering and organizing required program documentation.
• Program Inventory: Maintain program inventory and equipment records and coordinate other day-to-day operational needs.

Program Coordination & Logistics (30%)

• Onboarding Coordination: Coordinate the administrative components of RCA onboarding, including scheduling, paperwork tracking, rosters, required documentation, and completion follow-up.
• Professional Development Coordination: Coordinate logistics for RCA professional development sessions, including scheduling, invitations, attendance tracking, materials, communications, and reminders.
• Partner Site Visit Coordination: Provide administrative and logistical support for partner site visits, including calendaring, reminders, scheduling, and related communications.
• Program Scheduling and Communication: Support day-to-day program scheduling and operational communications to ensure Resilience Corps Associates, program staff, and partners have accurate and timely information.

General Program Support (10%)

• Operational Coordination: Work closely with the Program Manager and Chief Operating Officer to identify and address administrative and operational needs that support effective program implementation.
• Process Improvement: Help develop, document, and maintain efficient program systems, procedures, templates, and workflows.
• Additional Program Support: Provide administrative and operational support for other Resilience Corps activities and priorities as needed.

Behavioral Competencies Expected:

Interpersonal Skills

• Uses a variety of techniques, as appropriate, to connect with others to build and nurture positive relationships
• Has internal desire and ability to form connections and cultivate mutually beneficial partnerships

Performance Management

• Sets clear day-to-day expectations, monitors progress, and provides regular feedback and support
• Helps motivate team members and supports their engagement and success in their work
• Can address day-to-day performance concerns and have difficult conversations when needed
• Identifies larger or ongoing performance issues and works with the Program Manager on appropriate next steps

Initiative

• Proactively creates and follows through on new ideas and strategies
• Anticipates and notices needs (long and short term) and acts to creatively address them
• When faced with obstacles, deepens resolve, adapts, and persists with optimism

Teamwork & Cooperation

• Able to follow or lead based on the organization’s needs
• Approachable and committed to building the spirit of the team

Communications

• Demonstrates strong verbal and written communications to multiple audiences
• Commits to handling all relationships professionally, confidentially, and with a personal touch

Requirements:

The ideal candidate must have at least two years of experience in program administration, operations, project coordination, or a related field, with a demonstrated ability to establish and maintain effective systems and processes.

Outstanding organizational, interpersonal, and time-management skills are required, as well as the ability to handle confidential information and manage multiple responsibilities and deadlines efficiently. The candidate must have strong attention to detail, follow-through, and the ability to work independently while collaborating effectively as part of a team.

The candidate must be computer literate and experienced in the use of Microsoft Word, Excel, and PowerPoint. The ideal candidate is a collaborative thinker with an innovative, positive, and self-directed attitude who is interested in figuring out solutions and able to work under pressure to meet deadlines.

Helpful Experience:

• Experience with program administration, operations, or project coordination.
• Experience maintaining tracking systems, records, and program documentation.
• Experience supporting non-operations
• Cross-cultural competence and experience working with community constituents of diverse economic, social, and cultural backgrounds.
• Spanish or Vietnamese bilingual fluency, written or oral.
• Previous work in youth-oriented programs or collaborations.
• Knowledge of K-12 education in Santa Clara County.
• Previous work in a diverse, team-oriented, and fast-paced environment.

About the Organization:

Do you love libraries and want to work at one of the most well-known buildings in San José? The San José Public Library is proud to be one of the nation’s best public library systems with 25 branches across the city. Part of its success is owed to the dynamic and committed Library Foundation, which is a separate 501(c)3 established in 1987 by a group of community volunteers who understood that a great library system needed more than public funding. The San José Public Library Foundation (SJPLF) has raised more than $45 million to enhance the Library above and beyond what tax-based funding provides for buildings, programs, collections, and services. The Foundation takes its fundraising direction from the Library’s identification of persistent and emerging community needs. Our mutually respectful and collaborative work will result in more students being prepared for success from kindergarten to college and career; more adults being fully informed and able to participate in civic life; greater access to information in print and digital forms; and for everyone to find the spark that ignites their curiosity, imagination, and wonder.

Working Conditions

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. The position requires the ability to sit for sustained periods of time and to sometimes travel throughout the city of San José. The vision requirement includes close vision. The employee is occasionally required to lift 20 pounds. A hybrid working situation will be considered with in-office attendance required at least 60%.

Compensation and Benefits

The compensation and benefits offered reflect the value we place on attracting and retaining a talented team. This is a full-time, exempt, salaried position with a high degree of autonomy. SJPLF provides health, dental, and vision insurance, 401k with matching contribution, and generous paid time off that increases with longevity in addition to 17 paid holidays, among other benefits. Professional growth opportunities available.

SJPLF currently operates on a Monday-Friday, hybrid schedule with a minimum of 60% in-office attendance. Occasional evening and weekend work may be required to support fundraising, community, and organizational events.

The San José Public Library Foundation is an equal opportunity employer and is committed to a workplace without discrimination and harassment of any kind. All candidates will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, or protected veteran or disabled status. For more information about SJPLF, visit www.sjplf.org.