Job description

Position Description: West Hawaii Programs Manager

Primary Function:

The West Hawaii Program Manager maintains safe and secure environments for all staff and children under the care of the BGCBI. Also provide leadership and program direction in a supervisory role for Boys & Girls Club of the Big Island (BGCBI) programs based in West Hawaii. Program managers site assignments will be designated and subject to change by the Operations Director. Oversee Site Coordinators, Youth Development Specialists and Kitchen Staff as assigned.

Reporting directly to BGCBI’s Operations Director, the West Hawaii Programs Manager is charged with the daily implementation and management of BGCBI program services located in the communities of of West Hawaii, serving approximately 120-150 youth daily (ages 5 to 17 yrs) with key foundational youth development activities and managing approximately 15-20 Part-time and full-time employees as well as volunteers.

The position has weekday work hours, Monday through Friday, approximate times 9am-5pm. At times, this position is required to work on weekends, some holidays, and early morning and evening hours as needed.

Essential Job Responsibilities:

Area Responsibilities, Duties and Daily Tasks

Follow all BGCBI Policies and Procedures.

Assist Operations Director in recruitment, hiring, and training of Youth Development Specialist (YDS), Site Coordinators, and Kitchen staff to effectively carry out daily position responsibilities;

Assist employees with initial HR onboarding;

Assess and evaluate employee performance monthly/quarterly/annually;

Supervise and manage the daily direct-service staff and volunteers;

Conduct individual meetings with staff to discuss performance and progress;

Maintain employee file records for proper HR management;

Administer/oversee employee weekly scheduling, accrued work hours, timesheet documentation, PTO requests, HR/timecard submittal;

Provide ongoing staff development training;

Assure that employees/volunteers have valid background checks, van training, CPR/First Aid training/certification in-place;

Assess and assure that BGCBI employees/volunteers are safe and safely implementing daily programming activities;

Assure that staff are properly dressed wearing BGCBI staff shirts, covered toed footwear and identification tags;

Assure that BGCBI equipment and facility keys are issued and properly kept;

Facilitate a weekly staff meeting (at minimum) to team-build, go over programming implementation, service progress, challenges, discuss incidents and youth/parent/community matters etc.;

Provide daily communication to BGCBI leadership (i.e. Operations Director supervisor and CEO) on the status of West Hawaii programs and implementation.

Travel to the BGCBI administration office to make copies, pick up snacks and turn in paperwork (membership forms, payments, grant reports, etc.) at least twice a month.

All other duties as assigned.

Safety and Supervision

Ensure the safety of the children at BGCBI.

Make sure that children feel safe and protected while in our care.

No staff is ever alone with only one child at any time.

Provide a timely response to issues of safety and incidents that are reported to you or witnessed by you.

Help to ensure that all program equipment, supplies, and facilities utilized are clean, sanitary and functioning properly.

Prepare Youth for Success

Create an environment that facilitates the achievement of Youth Development Outcomes.

Promote and stimulate program participation.

Provide guidance and role modeling to members.

Help new members feel welcome and participate in their Club orientation process.

Work closely with your Supervisor to support and implement programs, activities and ensure compliance with grant deliverables.

Provide support, engagement guidance leadership, and supervision to participating youth.

Program Development and Implementation

Effectively implement and administer programs, services, and activities for youth.

Monitor and evaluate programs and services, ensuring quality in programs and appearance of the Club.

Prepare and submit on time accurate daily activity or program tracking documents.

Ensure that collects, keep proper records, & report all youth participation data asked by the organization (to be submitted to the supervisor as needed).

Coordinate the implementation of daily BGCBI youth development activities;

Design program implementation to effectively engage area youth in the community;

Assure the proper supervision and management of youth (ages 5-17 yrs) that attend BGCBI programs;

Provide daily programming activities as required by BGCBI grant funders;

Ensure the daily safety of BGCBI participating youth;

Assure that facilities, grounds and equipment utilized are safe, in proper working order, and meets BGCBI/County/State of Hawaii health and safety standards;

Assure that daily program activities are safe, age appropriate, properly staffed, and effectively engages community youth;

Establish and maintain a program environment that is “bully-free”;

Assure that youth are not left unattended, that BGCBI staff are present to lead, supervise and guide programming activities;

Respond to and address incidents and matters that arise and/or come to your attention;

Communicate to the Operations Director immediately any emergency, youth incident or safety related matter that occur;

Ability to see and respond to dangerous situations and document incidents and safety related matters that arise and gather all needed incident reports/witness statements as needed. Create reports, gather pertinent information, investigate and file incident reports in a timely manner;

Oversee the daily youth attendance log and program participation documents;

Assure that all youth have a fully completed annual BGCBI Registration Form on file with proper emergency contact information filled-out;

Document and properly store all related paperwork, youth files, membership forms, activity logs that are required by BGCBI;

Shop and provide transport of needed daily supplies, equipment, and nutritional supplementation;

Provide transportation as needed for youth participants to access BGCBI related programming activities;

Assure that youth are received by BGCBI in accordance to the established organizational protocols in-place and are released from the daily program meeting parental supervisor’s directives.

Grant Reporting, Data & Participant Tracking

Assist Operations Director and Resource Development Team in carrying out the required daily programming activities related to current grants BGCBI has secured;

Train direct-service staff in understanding the required daily service activities and their official duties related to program implementation;

Manage the daily youth programming activities required by BGCBI secured grants;

Provide staff with daily support in successfully performing grant required youth development activities;

Monitor, assess, and evaluate the daily grant required activities performed by staff and provide feedback and additional training as needed to properly carry out activities;

Properly track/record all daily grant-related activities and communicate to Operations Director and Resource Development Team the needed data, narratives, pictures, and information via written reports submitted to BGCBI Leadership in a timely fashion;

Assure that attendance sheets and program participation tracking logs are being correctly utilized daily and submitted to BGCBI’s Operations Director and Database Manager in a timely fashion;

Assure that all youth attending BGCBI programming have a fully completed Registration Form (with emergency contacts listed) submitted and properly kept at site location and BGCBI Administration.

BGCBI Resource Development Support

Assist as assigned in the implementation of Administrative-led fundraising efforts;

Be available and assist as assigned to provide fundraising activity support, event preparation, event hosting and post event breakdown;

Solicit for donor and community support, only as explicitly directed to by Operations Director and CEO.

Administrative Support

Gather and provide information, service/participation data, activity photos/videos, program highlights, narrative reports as requested by BGCBI’s Resource Development-Grants Team, Operations Director and executive leadership (CEO);

Communicate in a timely fashion all constituent and public inquiries, program safety concerns, incident matters, staffing issues, program and activity highlights, community requests to Operations Director and/or BGCBI CEO;

Provide availability to conduct as needed daily program preparations (e.g. picking up and preparing youth snacks, securing daily programming supplies, create flyers, risk & release forms, notices to parents etc.) beforehand, to assure proper and effective BGCBI youth development programming;

Track program supply needs-usage and communicate to direct supervisor all supply and equipment requests in a timely fashion;

Attend meetings, provide BGCBI representation, and participate in community events, only as authorized by BGCBI leadership (Operations Director & CEO).

Administrative Communication & Public Communication

Position is required to provide regular and frequent communication (i.e. in person meetings, phone discussions) as needed and directed by their supervisor and BGCBI’s CEO;

At no time will initiatives, events, or activities be offered or provided without prior notification and consent/approval from BGCBI’s Operations Director;

At no time will communication be offered by this position to the public, parents/families, community, schools, school officials, prospective donors, supporters, business community, news media outlets, social-media venues without sharing the communication with BGCBI’s leadership (Operations Director & CEO) and gaining their approval;

Supervisory meetings between this position and BGCBI’s Operations Director will occur at minimum once a week (i.e. in-person or via video conferencing) to discuss program implementation, staffing, incident and safety/supervision matters, and to plan for greater effective programming;

Position is required to attend, participate and at times facilitate employee development training that often takes place at BGCBI’s Hilo based Administrative office, communicating policy/procedure protocols, health & safety development opportunities, youth development strategies, and team-building sessions;

Please note that it is essential for this position to work closely and in concert with BGCBI Administrative leadership (i.e. Operations Director, CEO, Resource Development Director) to ensure that executive leadership-organizational goals and set service activities are being carried out to its full intent and design.

Training

Assist Operations Director with initial employee training and ongoing staff development opportunities;

Assess, identify, and communicate to Operations Director any need for employee training;

Participating in BGCBI required training at the BGCBI administration office in Hilo or other designated sites.

Communicate to staff the need and importance of staff development training as well as the importance of grant program implementation;

Assure that employees receive adequate training to implement BGCBI youth development programming;

Properly document all training employees receive and participate in.

Relationships:

Internal: Maintain close daily contact with Club staff (professional and volunteer), Club members and supervisor to receive/provide information, discuss issues, explain guidelines/instructions and plan programs or activities.

External: Maintain positive and regular contact with external community groups, schools, corporate leaders, parents, local residents and others to seek support and provide information regarding Club activities, programs and needs.

Additional Responsibilities

Physically check-in each day with the supervisor upon arrival at the program site, ready to fully perform all required work tasks for the day.

Come to work on-time, wearing appropriate work attire (covered shoes, company shirt and name badge), following the work schedule communicated to site employees.

Document daily the accrued work hours performed (following assigned work schedule) utilizing the BGCBI HR online employee tracking system.

Notify supervisor of any day & time-off needs in a timely fashion as the BGCBI handbook dictates.

Ensure a productive work environment by participating in Club Staff Meetings, monthly Staff Meetings, and necessary Trainings.

Ensure that employee actions and activities while at work are in accordance with BGCBI expectations, meeting BGCBI standards and procedures.

Provide daily support cleaning and upkeep needed to maintain the facilities, equipment, grounds, and space areas the program utilizes.

Work activities must be conducted within the assigned work space assigned to you by supervisors, any deviation from duties must be approved by supervisor beforehand.

May be required to participate in special programs and/or events.

May also be required to drive a club van.

All other duties as assigned.

Relationships:

Internal: Maintain close daily contact with Club staff (professional and volunteer), Club members and supervisor to receive/provide information, discuss issues, explain guidelines/instructions and plan programs or activities.

External: Maintain positive and regular contact with external community groups, schools, corporate leaders, parents, local residents and others to seek support and provide information regarding Club activities, programs and needs.

Physical Requirements/Work Environment:

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. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb or balance; stoop; kneel; crouch or crawl; talk and hear. The employee is occasionally required to sit and may sometimes need to lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance, vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. While performing the duties of this job, the employee occasionally works in outside weather conditions and is occasionally exposed to hot, wet and/or humid conditions. May require some driving on unpaved, gravel, dirt or bumpy roads. Reasonable accommodation will be provided to enable the qualified applicant or qualified employee to perform the essential functions of this position.

DISCLAIMER

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Supervising: 2 years (Required)
• Microsoft Office: 1 year (Preferred)
• Payroll management: 1 year (Preferred)
• Purchase Ordering: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Willingness to travel:

• 50% (Preferred)

Work Location: Multiple Locations

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