Manager, Program Operations

The Harlem Educational Activities Fund (HEAF) is a comprehensive supplemental education and youth development organization that works to help motivated students develop the intellectual curiosity, academic ability, social values, and personal resilience they need to ensure success in school, career, and life. HEAF identifies scholars in middle school and supports them until they graduate from college through a variety of after-school, Saturday, and summer educational and youth development programs.

Position Description:

HEAF is seeking a highly organized, detail-oriented, and data-driven Manager of Operations to support the program team with all aspects of HEAF’s program delivery. The Manager of Operations will be the glue that supports HEAF’s programs to ensure that processes are running seamlessly beginning with 6th grade through college graduation. Responsibilities include but are not limited to managing classroom spaces, ordering materials, printing materials, and sending out communications to students and families. Additionally, this role will be responsible for ensuring all data has been entered into Salesforce and reports are easily accessible to the senior leadership team. This role will report directly to the Senior Director of Programs and work closely with all program directors.

Job Type: Full-Time

Schedule:

The staff schedule is set based on the annual programming calendar. The standard schedule is Monday-Friday but must be able to work Saturdays and some evenings as dictated by programming needs.

Academic Year (Hybrid 2-3 days in office) Monday- Friday 11:00 am-7:00 pm

Summer Quest (July&August): Monday - Friday 9:00 am - 5:00 pm

Location: Harlem, NY

Responsibilities include, but are not limited to:

Daily Program Operations:

Collaborate with program directors to create processes and procedures to ensure all programming is running smoothly and efficiently.

Assist teachers, teacher assistants, tutors, interns, and volunteers in ensuring that they have all the materials needed to effectively teach.

Organize, distribute, and handle inventory of snacks and classroom materials. Update processes for placing snack and supplies orders.

Assist in event planning and outreach including chaperoning field trips, and tracking permission slips.

Actively participate in weekly meetings with staff, and contribute to long-term and vision planning.

Participate in the planning and implementation of all HEAF programming including Summer, Fall, and Spring semesters.

In collaboration with other departments, oversee the planning of events such as college tours, career days, school tours, graduations, etc.

Ensure technology in all HEAF classrooms is working and oversee the use of the student laptop carts.

Administrative & Data Management:

Support management of data via Salesforce by ensuring all data is entered in a timely manner and reports are maintained.

Collaborate with Salesforce consultant to ensure all program reports and data are easily accessible to the program teams and senior leadership.

Monitor and report on student progress, academic performance, and attendance.

Generate written program weekly reports and other reports as requested.

Collaborate with the Finance and Technology teams to maintain working office equipment and technology, monitor the return of loaned equipment, and report missing or broken inventory to Finance.

Assist with the collection of biweekly timesheets and Clockify entries from instructors and staff.

Student, Caregiver, and Community Engagement:

Foster meaningful relationships with students and caregivers. Correspond with caregivers and students via email and phone regarding attendance, student engagement, academics, and upcoming events and opportunities.

Create and nurture a student culture that promotes a positive peer community, and a college-going culture.

Represent HEAF and support admissions. Connect with school-based personnel to ensure that all school and HEAF goals and objectives are aligned and met.

Qualifications:

Bachelor's degree, and at least 2 years of post-grad experience required.

Commitment to HEAF’s mission and supporting students through their middle, high school, and college journey.

Experience with managing multiple projects at the same time and prioritizing tasks.

Strong verbal, written, and computer skills are essential. Knowledge of Salesforce is a plus.

Bilingual (Spanish/English) candidates are highly encouraged to apply.

Outstanding collaborative skills and organizational skills.

HEAF is an Equal Opportunity Employer that does not discriminate based on actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.

Compensation: $50,000-$52,500 Annually