Out-of-School Time Site & Scheduling Coordinator

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
• 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
• Plan and facilitate weekly site meetings
• Review and approve Youth Development Professionals’ time clocks
• 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…