Out-of-School Time Site & Scheduling Coordinator

Job Description

Job Description

Department: Out of School Time

Job Status: Full Time (40 hours/week)

Reports To: Out-of-School Time Operations Manager

Position Supervises : Youth Development Professionals and Assistant Youth Development Professionals

Work Schedule: Monday-Friday, 9:30 AM-6:00 PM with a 30-minute lunch break

POSITION SUMMARY

The Site & Scheduling Coordinator plays a crucial role in ensuring the success of our out-of-school time program for elementary students. With a proactive and positive approach, the Site & Scheduling Coordinator oversees day-to-day operations, ensuring a safe, clean, and inviting environment that complies with all licensing standards. This role includes creating engaging schedules, developing lesson plans, and maintaining accurate student records, all while actively supervising students to ensure their safety and support their academic and social growth. The Site & Scheduling Coordinator is responsible for day-to-day operational decisions, including knowing when to seek additional guidance from supervisor, parent contact and communication, daily schedule, reviewing and approving lesson plans, monitoring staff to child ratios and reporting staff attendance issues.

The Site & Scheduling Coordinator empowers Youth Development Professionals by identifying their strengths and opportunities, providing the appropriate guidance and support, and modeling positive, active, and engaged behavior. The ability to foster a welcoming and enriching atmosphere for both staff and students is essential. The Site & Scheduling Coordinator is dedicated to engaging with students through games, play, and conversation, helping to create an environment that promotes learning, growth, and positive behavior, all in alignment with the organization's mission and values.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS

Programming

• Develop daily and weekly site schedule
• Plan and facilitate a minimum of four lessons per month
• Develop a lesson plan schedule, assign Youth Development Professionals to lesson plan, review lesson plans and provide feedback as necessary
• Help students with personal hygiene, which may include diaper changes, toileting assistance, handwashing, etc.
• Support students and implement consequences as identified in the organization’s policies and procedures and any written behavior plans
• Purchase supplies required for activities, track expenditures and stay within allocated budget
• Communicate with parents daily, including both positives and challenges
• Educate parents on check-in and out process, enrollment process, etc.
• Ensure safe transportation home for students, which may include completing van driver training and filling in to provide transportation via agency vehicle in the case of staff absence

Scheduling

• Manage out-of-school time staff schedules across multiple sites
• Develop school year (before and after school) and summer (full-day) staff schedules that ensure a ratio of 1 staff for every 15 students at all times
• Respond to time-off requests in consultation with leadership and supervisors
• Field sick calls and make schedule adjustments as necessary
• Submit requests for substitute staff
• Monitor and track staff absences and communicate with supervisor

Record-Keeping

• Maintain site binders with necessary student information
• Accurately record student attendance and communicate any changes in enrollment
• Accurately maintain snack records and other required reporting

Supervisory

• Plan and facilitate weekly site meetings
• Review and approve Youth Development Professionals’ timeclocks
• Complete annual reviews for Youth Development Professionals
• Review weekly staff schedule
• Report any staff absences to Out-of-School Time Operations Manager
• Monitor staff levels to maintain appropriate staff to child ratios and immediately report any staffing issues to Out-of-School Time Operations Manager

General

• Attend scheduled meetings and required trainings
• Complete all trainings required by licensing and organization within identified timeframe
• Report any safety, maintenance or equipment concerns as soon as possible
• Maintain high level of confidentiality with sensitive information
• Report any instances (or suspected instances) of child abuse and neglect to proper authorities

Responsible for other duties as assigned.

POSITIONS QUALIFICATIONS SKILLS & ABILITIES

Education: A high school diploma or GED is required. Preferred education includes one of the following:

Bachelor’s Degree in education or human development

OR A valid Child Development Associate (CDA) credential, or a similar credential with emphasis in the care of school age children, and one year of verifiable experience caring for and supervising four or more school-aged children

OR Two years of college coursework in the field of education with emphasis in the areas of preparing and implementing lesson plans, human growth and development, behavior management, interpersonal communication, art education, music education, physical education, and recreation.

Experience: You need to have worked for one year taking care of at least four kids who are old enough to go to school. This work should have been done in a child care setting, like a daycare or after-school program, and the kids you looked after shouldn’t be your own family members.

Skills: Ability to establish and maintain working relationships with school administrators, personnel, students, parents and the public required. Excellent communication skills, both verbal and written required. Ability to make decisions quickly and independently and have appropriate discretion to know when guidance is needed required.

Licenses: Valid driver's license and reliable transportation.

PHYSICAL DEMANDS

A. Ability to Stand, Walk, sit, manually manipulate, reach outward and above shoulders, speak, climb, crawl, squat, kneel, and bend on a daily basis

B. Capability to Lift, carry, push or pull up to 50 lbs on a daily basis