Program Manager - University Prep Clubhouse

Job Description

Job Description

Program Manager, University Preparatory School/ Pittsburgh Milliones

Employment Type: Full-time 

Location: Shadyside Clubhouse/ University Preparatory School/ Pittsburgh Milliones

Status: Hourly

Hours: Mornings/Afternoons / Nights / Weekends 

Compensation: $19

Job Summary

The Program Manager – University Prep is responsible for the day-to-day management, coordination, and implementation of BGCWPA programming located at University Prep. The Program Manager ensures that youth have access to a safe, supportive, engaging, and high-quality Clubhouse experience that promotes academic success, healthy lifestyles, positive relationships, leadership, and personal growth. This role will also support programming at our Shadyside Clubhouse.

The Program Manager oversees program planning and implementation in areas including education, social recreation, arts and culture, STEM, literacy, mentoring, health and physical education, and other BGCWPA priority program areas. The position also supports compliance with applicable PA DHS Chapter 3270 regulations, Keystone STARS, CACFP Food Program requirements, and BGCWPA policies and procedures.

This position serves as a primary point of contact for youth, families, University Prep staff, and community partners and is responsible for ensuring effective daily operations and strong collaboration between BGCWPA and the school.

Culture and Community

• Foster a welcoming, inclusive, and engaging Clubhouse culture where all youth feel a strong sense of belonging, connection, and community.
• Create an environment where young people feel known, valued, supported, and excited to participate in BGCWPA programming.
• Build a strong BGCWPA identity and presence within University Prep/Shadyside Clubhouse while ensuring programming complements and contributes positively to the culture of the school.
• Develop meaningful relationships with students, families, school staff, and community members that strengthen trust and connection to BGCWPA.
• Serve as a positive and visible presence within the University Prep school community.
• Promote a culture of high expectations, respect, accountability, teamwork, fun, and positive youth development among youth and staff.
• Create opportunities for youth voice and leadership, ensuring young people have meaningful input into activities, events, Clubhouse culture, and programming.
• Celebrate student accomplishments, milestones, birthdays, positive behavior, leadership, and contributions to the Clubhouse and school community.
• Plan and support special events, celebrations, family engagement activities, and community-building experiences that strengthen relationships among youth, families, BGCWPA, and University Prep.
• Develop traditions, recognition opportunities, and signature experiences that make participation in BGCWPA programming meaningful and memorable for youth.
• Encourage staff to build authentic, positive relationships with young people and model the values and behaviors expected within the program.
• Promote collaboration and a sense of shared ownership among BGCWPA staff, University Prep staff, youth, and families.
• Maintain awareness of the needs, interests, strengths, and culture of the University Prep community and incorporate them into program planning and decision-making.
• Identify opportunities to connect youth and families with BGCWPA programs, events, resources, and opportunities beyond the University Prep site.
• Actively support BGCWPA's commitment to diversity, equity, inclusion, and belonging and ensure these principles are reflected in the daily culture and experience of the program.

Program Responsibilities

• Prepare young people for success by creating and maintaining an environment that facilitates achievement, belonging, positive relationships, and a strong sense of self-worth.
• Manage the day-to-day implementation of BGCWPA programming at University Prep, which includes school day, after-school and summer program.
• Support programming at the Shadyside Clubhouse.
• Plan, develop, implement, and evaluate high-quality programs, services, and activities for participating youth.
• Develop and oversee daily lessons and programming with an emphasis on STEM, literacy, mentoring, athletics, social recreation, arts and culture, and other BGCWPA priority areas.
• Develop and maintain the daily program schedule and ensure activities and transitions are implemented effectively.
• Ensure programming is engaging, age-appropriate, and responsive to the interests and needs of youth.
• Provide direct programming and supervision of youth as needed.
• Support student recruitment, enrollment, participation, and retention in BGCWPA programming.
• Develop positive relationships with youth and use appropriate youth development and behavior management practices.
• Maintain regular communication with parents and caregivers and respond to questions, comments, and concerns in a timely and professional manner.
• Build and maintain a strong working relationship with University Prep administration, teachers, and staff to support students and ensure effective coordination of programming.
• Coordinate with school personnel regarding schedules, space, student needs, events, and other operational considerations.
• Ensure a healthy and safe environment and that facilities, equipment, program materials, and supplies are maintained and in proper working order.
• Maintain and distribute appropriate program marketing and promotional materials.
• Maintain required program records, attendance, enrollment information, and other documentation.
• Complete required paperwork and maintain records in accordance with applicable Chapter 3270 DHS regulations and organizational requirements.
• Track and document all injuries and incidents and ensure required reports are completed accurately and promptly.
• Coordinate transportation of youth to and from programming and activities when applicable, including bus, van, and parent/caregiver pick-up and drop-off.
• Coordinate and document required fire drills, lockdowns, shelter-in-place, and evacuation drills.
• Support programming and documentation requirements associated with Pennsylvania's Quality Rating and Improvement System, Keystone STARS, when applicable.
• Follow all applicable CACFP Food Program requirements and maintain appropriate documentation for reimbursement.
• Prepare weekly, monthly, and other required program reports.
• Track program participation and outcomes and use information to continuously improve the quality of programming.
• Ensure youth and family information is maintained accurately and confidentially.
• Maintain a productive, positive, and professional program environment.
• Support special events, field trips, family engagement opportunities, and other BGCWPA activities.
• Attend all required BGCWPA staff meetings and trainings.
• Perform administrative duties necessary for the successful operation of the University Prep program.

Staff Leadership and Supervision

• Provide day-to-day leadership and direction to staff assigned to University Prep programming.
• Support the onboarding, training, coaching, and development of program staff.
• Ensure staff understand and consistently follow BGCWPA policies, procedures, program expectations, and youth safety practices.
• Assist staff in developing and implementing engaging daily lessons and activities.
• Provide regular feedback and support to ensure high-quality program delivery.
• Coordinate staff schedules and program coverage to maintain appropriate supervision and staff-to-youth ratios.
• Model professionalism, positive youth development practices, teamwork, and effective communication. <