Program Manager -University Prep Clubhouse

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

Who We Are

For over 135 years, the Boys & Girls Clubs of Western Pennsylvania (BGCWPA) has been a trailblazer in youth development, committed to unleashing every child's potential. Rooted deeply in the values of safety, fun, and inclusivity, BGCWPA has cultivated an environment where every child can flourish.

At the heart of our vision lies a commitment to providing opportunities that transcend boundaries. Through creative and forward-thinking programs, we aim to equip our youth with the skills, knowledge, and resilience necessary for a brighter future. BGCWPA is not merely an organization; it is a dynamic force that shapes destinies, cultivates dreams and empowers the leaders of tomorrow.

As a proud affiliate of Boys & Girls Clubs of America, BGCWPA aligns itself with a nationwide network of organizations dedicated to empowering young people. Our collective impact extends beyond our local community, fostering positive change on a national scale. Annually, BGCWPA reaches almost 11,000 young individuals through a rich tapestry of innovative programs, services, and outreach initiatives.

BGCWPA is committed to building a culturally diverse community. We believe in the power of diversity and inclusion in alignment with our DNA Code. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply.

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.
• Address staff and program concerns promptly and elevate concerns to leadership when appropriate.
• Help create a positive and collaborative work environment for all BGCWPA staff working at University Prep.

School, Family, and Community Partnerships

• Serve as a primary BGCWPA contact for University Prep staff regarding the day-to-day operation of programming.
• Develop and maintain strong partnerships with University Prep leadership, teachers, school personnel, parents and caregivers, community organizations, and other partners.
• Communicate regularly with school partners to ensure BGCWPA programming complements the needs and priorities of students and the school community.
• Develop positive relationships with parents and caregivers and encourage family participation and engagement.
• Promote and recruit student membership and participation in BGCWPA programs.
• Assist in establishing friendly, cooperative relationships with public and private agencies serving youth and families.
• Represent BGCWPA professionally within University Prep and the surrounding community.
• Identify opportunities for partnerships, volunteers, enrichment activities, and other resources that enhance programming for youth.

BGCWPA Responsibilities

• Update and maintain skills in the use of current computer information systems and technology.
• Maintain accurate program information, documentation, and records.
• Collaborate with other BGCWPA employees and departments to support organizational and program goals.
• Participate in required staff meetings, trainings, professional development opportunities, and organizational events.
• Actively participate in diversity, equity, inclusion, and belonging practices and opportunities.
• Follow all BGCWPA policies and procedures related to youth safety and supervision.
• Maintain appropriate confidentiality and professional boundaries with youth and families.
• Communicate program successes, challenges, incidents, and needs to leadership in a timely manner.
• Ability to work variable shifts, including evenings and weekends when program needs require.
• Follow BGCWPA procedures regarding requests for time off and emergency call-offs.
• Perform all additional duties and tasks assigned by leadership/supervisors.

Requirements

A Program Manager shall meet applicable BGCWPA and Pennsylvania child care staffing qualifications. Preferred qualifications include:

1. An Associate's degree or higher from an accredited college or university in early childhood education, child development, special education, elementary education, education, human services, youth development, or a related field; or
2. An Associate's degree from an accredited college or university with relevant coursework and experience working with children and youth; or
3. A high school diploma or equivalent with a minimum of two years of relevant experience working with children or youth, where permitted by applicable regulations.

Additional requirements include:

• Demonstrated ability to work effectively and positively with children and young people.
• Experience implementing youth development, out-of-school-time, school-based, or similar programming.
• Previous experience providing leadership, supervision, or direction to staff preferred.
• Ability to build effective relationships with school administrators, teachers, families, community partners, and colleagues.
• Strong positive customer service skills.
• Strong verbal and written communication skills.
• Strong time management, organization, problem-solving, and project prioritization skills.
• Ability to manage multiple responsibilities in a fast-paced youth development environment.
• Knowledge of positive youth development and appropriate behavior management practices.
• Proficiency in Google Workspace.
• Ability to maintain accurate records and complete required reports and documentation.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to work variable shifts, including occasional evenings and weekends.

The usual and customary methods of performing the job's functions require physical demands that may include lifting and carrying up to 50 pounds, pushing and/or pulling, climbing steps, balancing, stooping, standing, sitting, kneeling, crawling, crouching, and fine finger dexterity.

Certifications and Clearances

CPR, Pediatric First Aid, Child Abuse History Clearance, Criminal History Clearance, FBI Clearance, NSOR Certificate, applicable PA Disclosure documentation, and Mandated Reporter Certification are required upon hire or within the timeframe established by BGCWPA and applicable regulations.

A PA Staff Health Assessment and TB Test must be submitted upon hire and prior to the employee's start date when required by applicable regulations or BGCWPA policy.

Certifications and Clearances

BGCPWA prioritizes the safety of the youth we serve. CPR, Pediatric First Aid, Child Abuse, Criminal History, FBI clearance, NSOR certificate, PA Disclosure, PA Staff Health Assessment, TB Test, and Mandated Reporter certification required upon hire.

Commitment to Inclusion

BGCWPA is committed to building a culturally diverse community and we believe in the importance of equity and inclusion. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply.

Notice:

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Our organization prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Who We Are

For over 135 years, the Boys & Girls Clubs of Western Pennsylvania (BGCWPA) has been a trailblazer in youth development, committed to unleashing the potential of every child. Rooted deeply in the values of safety, fun, and inclusivity, BGCWPA prides itself on cultivating an environment where every child and employee can flourish.

At the heart of our vision lies a commitment to providing opportunities that transcend boundaries. Through creative and forward-thinking programs, we aim to equip our youth with the skills, knowledge, and resilience necessary for a brighter future. BGCWPA is not merely an organization; it is a dynamic force that shapes destinies, cultivates dreams and empowers the leaders of tomorrow.

As a proud affiliate of Boys & Girls Clubs of America, BGCWPA aligns itself with a nationwide network of organizations dedicated to empowering young people. Our collective impact extends beyond our local community, fostering positive change on a national scale. Annually, BGCWPA reaches over 12,300 young individuals through a rich tapestry of innovative programs, services, and outreach initiatives.

Commitment to Inclusion

BGCWPA is committed to building a culturally diverse community and we believe in the importance of equity and inclusion. We understand that every individual brings a unique set of skills and experiences. While our job description lists specific qualifications, skills, and competencies, we also recognize that true potential can often transcend those lines. If you're enthusiastic about social impact and helping others succeed, even if you don't meet every qualification, we encourage you to apply.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Our organization prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.