Under the direction of the Senior Program Director, the Program Coordinator will be responsible for providing the safety, well-being and development of participants in the after school program. Interact and serve as mentor for youth, helping to nurture their self-esteem, confidence and to reflect the Y core values when interacting with youth. The Program Coordinator will assist administration duties and provide supervision of staff teams driving superior program quality, creating and implementing an integrated program strategy to support members and program participants while delivering services as outlined by the association and assist with the Tampa YMCA Department’s Before & Afterschool goals and objectives, increasing program enrollments, and enhancing the member/participant experience. Exhibit behaviors and attitudes that are consistent with the YMCA mission and policies of the association.

Critical areas of expertise include: leading others and working in teams, highly organized multi-site management, delivering and managing robust programs focusing on quality, proven results in growth in programs, successfully overseeing part-time and entry-level teams and interviewing, hiring and onboarding associates.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Program Quality and Growth

• Support day-to-day supervision and quality control at program sites.
• Support program retention and growth; assists with program budget and monitors monthly progress/variance.
• Create, maintain, and improve communication and relationships with all associates, school staff, school principals, school representatives, and community organizations to reach and engage parents and children.
• Responds to member and participant concerns in a timely manner, ensuring a positive program experience for members and participants. Anticipate and exceed expectations consistently throughout programs.
• Create a positive atmosphere, which boosts self-esteem and general self-concept for all participants.
• Maintain headcounts and staff ratio at all times.
• Conduct regular site inspections. Participate in site Financial Audit as needed.
• Manages supervision for all children and site staff.
• Monitor and control daily/weekly nutrition counts.
• Support recruiting and hiring processes within the region.
• Partners with Program Directors to monitors staff training plan
• Manage curriculum development and implementation.
• Assist Program Directors to facilitate onsite new hire onboarding.
• Assist with the implementation of established Program Quality Standards and participates in the development of these standards.
• Performs all other duties as assigned.

Operations/Team Leadership

• Communicate clearly and regularly with parents about the program and their child’s participation.
• Adhere to and ensure enforcement of program rules and communicate them positively and effectively to staff, members and program participants.
• Assist Program Director to develop partnerships with community services that may assist in meeting the needs of children and families.
• Serve as back-up to participate in school committee or organization as needed.
• Conduct periodic observations to evaluate job performance of assigned staff, maintain appropriate documentation,
• Provide associate support, ongoing coaching and daily feedback to Counselors and all site staff.
• Assist Program Director to plan, organize and oversee implementation of a curriculum that is developmentally and culturally appropriate.
• Collect program fees and maintain accounting and balance dues within guidelines.
• Accurately complete and turn in all reports by due dates.
• Report to work on time and as scheduled. Be in uniform at your position when your shift begins. Make arrangements to cover your job responsibilities and participants in your care if you must excuse yourself. Immediately notify your supervisor if you are going to be late or absent. Adhere to the attendance policy.
• Model, reinforce and abide by the YMCA core values of Caring, Honesty, Respect, Responsibility and Faith and the Code of Conduct. Educate yourself about other YMCA programs and promote YMCA programs.
• Suggest ideas and actions to improve the program.
• Assist with the Annual Giving Campaign.
• Suggest ideas and actions to improve the program.
• Attend all staff meetings and training opportunities.
• Ensures compliance and monitors programming with all, state and county laws and regulations related to payroll, child labor laws, etc.

Administrative

• Under the direction of the Administrator Director the Program Coordinator provides customer service and engagement to all members, participants, and guests via all modes of communication (in-person, online, phone).
• Assists with balance dues, training and compliance tracking.
• Manages school readiness records and ensures accurate information at all times.
• Coordinates incoming and outgoing mail and communications (including phones).
• Manages the calendar of all events, conferences, associate and internal meetings and trainings.
• Assist with associate schedules, ensure that staff use electronic time and attendance if available. If paper timesheets must be used, they must be completed, and submitted by the assigned deadlines.
• Manages and approves payroll for assigned site(s).
• Assist with marketing resources and drives frequent/regular community, web and social media communications and engagement to attract families to attend program
• Maintains Accounts Receivable below 3%.
• Maintain confidential records needed for program participants and employees.
• Assists with phone interviews and other recruiting administrative tasks.
• Supports other administrative duties as needed for department and program.

Safety and Risk Management

• Maintain single point of entry on site at all times to ensure safety.
• Audit sign in/sign out log daily. Report discrepancies to the Program Director immediately.
• Assist with monitoring associate and volunteer schedules in accordance to safety and program needs and ensures all safety and program ratios are followed.
• Maintains proper records, including associate certifications, meetings, and trainings.
• Monitors programming to adhere to all state, local and YMCA health & safety regulations.
• Monitor all emergency procedures are meet required standards and are properly displayed throughout the site.
• Conduct regular inspections of areas used by the program to ensure both cleanliness and safety.
• Ensures all Tampa Y program standards and best practices are implemented and followed. Applies YMCA policies and procedures, including those related to best practices, emergency procedures, medical and disciplinary situations and child abuse prevention.
• Ensures all program associates are properly trained and prepared for emergency situations. This includes implementing and following training requirements in addition to ensuring proper reporting of all incidents/accidents according to risk management procedures.
• Maintains proper records, including associate certifications, meetings, and trainings.
• Report any questionable signs of abuse and document the incident with the Site supervisor immediately.
• Report incidents and accidents immediately to the to the Senior Program Director and/or Program Director as well as contact parents when instructed by Director.
• Perform first aid as needed and ensure injury incident forms are completed in a timely manner. Report injuries immediately to Senior Program Director. Identify and directly report instances of unusual, disruptive, unsafe or threating behavior, inappropriate language or conduct, or other disciplinary issues.
• Adhere to the Child Abuse & Neglect Reporting requirements, which mandate by law all childcare personnel to report suspicions of child abuse, neglect, or abandonment. T
• YMCA requires employees to follow the internal reporting procedures with the assistance of the Senior Program Director and Quality and Risk Management Director.

Assist in all areas, project teams, and job tasks as assigned.

Attend all required conferences, trainings, meetings, and presentations as assigned.

Cause-Driven Leadership® Competencies

Mission Advancement > Models and teaches the Y’s values. Ensures a high level of service with a commitment to improving lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fundraising.

Collaboration > Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance, and support.

Operational Effectiveness > Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth > Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Education/Experience:

• Must be 21 years or older.
• High School Diploma required or GED and preferably one of the following educational requirements:
  • Post-secondary level vocational certificate in child care through the State of Florida- level vocational certificate in child care through State of Florida- Department of Education.
  • Child Development Associate (CDA)
  • Associates Degree or higher from an accredited college/ university in child care development
• Must have a minimum of four years’ experience in school, community, volunteer or work experience in a role requiring interaction with youth and two years’ experience in a leadership role.
• Must be able to work cooperatively with children, parents and peers; demonstrate character, integrity, adaptability and patience in communicating with others.
• Ability to adequately observe program activities, enforce safety regulations and apply appropriate policies and procedures.
• Ability to understand, adapt to and interact with diverse people, teams, perspectives and cultures.
• Proficient in using Microsoft Office including Word and Excel, email, Internet, and other PC-based applications with the ability to learn and adapt to new technology.
• Bilingual, English and Spanish preferred.

Certifications/Trainings Required:

• Within six months of employment: (45) Hour DCF Training Requirements consisting of (a) Child Growth and Development, (b) Health, Safety and Nutrition, (c) Child Care Facility State and Local Rules and Regulations, (d) Identifying and Reporting Child Abuse and Neglect, (e) Behavior Observation and Assessment, (f) Understanding Developmentally Appropriate Practices, (g) School-Age Appropriate Practices, and (h) Early Literacy Birth to Three.
• Must obtain within 30 days of employment and maintain current certifications in CPR, First Aid, AED and Oxygen Administration.
• Maintain other required certifications as stated in the training matrix.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

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 includes, but not limited to:

• The employee needs sufficient strength, agility and mobility to perform essential functions and to supervise program activities in a wide variety of indoor and outdoor locations.
• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and authorized work phone/smart device.
• Ability to instruct and observe participants during program activities.
• The employee frequently is required to see, observe, and hear all participants, and make sound judgments and decisions.
• Ability to perform all physical aspects of the position, including, but not limited to, leading class, walking, standing, bending, reaching, and lifting.
• Ability to sit and reach, and must be able to move around the work environment.
• Hear noises and distress signals in the program environment, including in the classroom and anywhere around the zone of responsibility.
• Must have flexibility and the ability to adapt to changing circumstances.
• Ability to lift and move a minimum of 30 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Ability to work in a variety of environments, specifically those subject to extreme humidity/dampness, heat and cold.
• The noise level in the work environment is usually moderate to high.
• This position requires reliable transportation and willing to travel, if needed.
• This position may require availability to work flexible hours including evenings, weekends, and holidays as needed.

ACCOUNTABILITY:

Accountable for completion of assigned goals as measured by the number of people served, cause driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Accountable for attaining and exceeding all State standards as well as Association Operating Guidelines.

The Tampa Y is an equal opportunity employer and a drug-free workplace.