After School Program Coordinator (NEW position!)

The International School

Portland, Oregon

FLSA: Exempt-Salaried

Salary: $38,000-$43,000 commensurate with experience

Position Start date: May 29, 2018

The International School located in downtown Portland, OR, provides a warm, multicultural environment where children are fully immersed in Spanish, Japanese, or Chinese  from Preschool through 5th grade.  We are Portland’s first International Baccalaureate elementary school.  Our school was founded in 1990, and today educates more than 400 students.

We are seeking a highly motivated, full-time, After School Program Coordinator, who will provide a high level of service and strive to make a difference in the lives of our students and families. Historically our after school care program has been run by a third party company. Starting in Fall 2018 it will become a formal program of The International School. We are looking for an experienced After School Program Coordinator, who loves working with children, and who will build a program in alignment with our school mission.

Are you friendly, goal-oriented, and a creative problem-solver? We are in search of the right candidate who is organized, team-oriented, able to handle a flexible workload, can motivate a team, and who will go the extra mile to establish an After School Program that supports the needs and interests of our culturally diverse community.   If this sounds like the perfect landing place for you to cultivate your career, please apply by visiting our website for application instructions and required documents:

1.    http://intlschool.org/employment
2.    Then, apply online: https://internationalschool.tedk12.com/hire/index.aspx

**Employment is contingent on successful completion of the Oregon Early Learning Division Office of Child Background Check https://ssl7.emp.state.or.us/ccd/**

General Summary

The After School Program Coordinator works with the Summer Camp Director, the Educational Leadership Team (ELT), and independently to develop, organize, and oversee all after school, extracurricular, and school break programming consistent with the needs and interests of The International School and the community. This is a full-time, 12-month position with managerial responsibilities reporting directly to the Summer Camp Director. Duties and responsibilities include but are not limited to program development and implementation, supervision of after school staff (teachers and aides), budget tracking, billing and data entry, staff recruitment, student enrollment management, vendor relations, and communication with parents.

Program Development & Management

• In conjunction with the Senior Management Team (SMT) and Educational Leadership Team (EMT), develop vision and goals for the After School Program. After School Program includes: daily after care program (during school year and summer camp), extracurricular after school classes provided by vendors (during school year), and school break programs (spring, summer, etc.)
• Develop, organize, and implement After School Program consistent with the needs and interests of The International School and the community.
• Survey enrolled families and staff, analyze results of surveys, and compile recommendations annually.
• Create monthly themes for aftercare program and themes for weekly school break programs.

Financial Management

• Collaborate with Summer Camp Director, Finance Director, and Head of School to develop pricing structure that supports vision and goals of After School Program.
• Work with Summer Camp Director and Finance Director to develop program budget and to track spending.
• Manage all billing related to After School Program, including collections duties, data entry, communicating with families/vendors regarding fees, invoicing, tracking dues for late pick-ups and drop-in service, processing payments, etc.
• Prepare monthly, quarterly, and annual reports as requested by Finance Director, Board of Trustees, etc.
• Process registrations for after school programming, including processing payments, assessing fees, managing student information, and preparing class rosters.

Operational

• Work with Summer Camp Director, Head of Early Childhood, and EC Campus Administrative Assistant to ensure after school program meets state guidelines for a licensed childcare facility.
• Set up and maintain online student enrollment software.
• Track student enrollments, maintain class rosters, and adjust program to meet enrollment needs (staffing, supplies, room usage, etc).
• Communicate with families enrolled in after care program via email and phone – registration confirmations, weekly updates, responses to inquiries, etc.
• Develop program schedules, including staffing schedules, daily activities, field trips, etc.
• Address any student disciplinary situations that arise during After School Program.
• Work with Summer Camp Director and Marketing Director to create marketing materials, to write communications, and to maintain accurate information on school website related to after school programming.
• Manage ordering of snack supplies for aftercare program.
• Work with vendors and program staff to establish pick-up procedures and to coordinate room usage.
• Coordinate room assignments and other facility uses.
• Act as main point person for Teachers, Assistants, vendors and families during after school hours.
• Set up and maintain check-in and check-out procedures and track student attendance.
• Establish system for providing care to students during parent-teacher conference days.
• Report any ongoing issues with late student pick-ups to supervisor and ELT. Bill families accordingly for late pick-ups.
• Work with Health and Safety Coordinator to execute required emergency drills (fire, earthquake, etc.)

Staff Management

• Hire, train, and supervise After School Program Teachers and Aides.
• Conduct performance evaluations for After School Program Teachers and Aides.
• Conduct weekly meetings with After School Program staff (Teachers and Aides).
• Coordinate with After School Programs Teachers on curriculum development
• Work with Head of Early Childhood to create staffing schedules for after care program Teachers and Aides.
• Cover Teacher or Aide breaks, as needed.
• Work with EC Campus Administrative Assistant to track after care program staff training hours and to ensure that all staff meet minimum requirements for staff working for a licensed childcare facility.

Additional Duties:

• Serve as face of after school program, including providing excellent customer service in person and via phone and email.
• Assist a wide variety of customers including parents, students, teachers, teacher assistants, staff, vendors, and volunteers with a range of needs or inquiries regarding After School Program.
• Conduct tours with families interested in after school program.
•  Actively develop rapport with students, staff, and families.
• Other duties as assigned by Summer Camp Director or Educational Leadership Team.

Knowledge, Skills and Abilities

• Passionate about the mission and vision of the school.
• Knowledge of the principles, philosophy, and best practices for after school program administration (program planning, leadership, risk management, budgeting, public relations, etc.)
• Able to plan, execute, and evaluate After School programming.
• Knowledgeable of Oregon Office of Child Care licensing policies and procedures for managing a licensed child care facility.
• Self-motivated, proactive, resourceful and able to prioritize.
• Strong organizational and project management skills with the ability to meet deadlines.
• Collaborative team player who can work together and independently.
• Ability to communicate effectively and professionally, orally and in writing, with a broad range of internal and external constituents
• Ability to maintain confidentiality in regards to student medical issues and/or special needs and staff personnel issues
• Comfortable proactively learning new technology and suggesting technology related solutions
• Preferred, advanced skills in MS Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Google docs, Google forms, Google calendar)
• Preferred advanced skills utilizing online database software. Specific experience using UltraCamp is a plus.

Working Conditions/Physical Requirements:

• During peak activity periods, this position may be requested to work in excess of 8 hours per day and/or 40 hours per week.
• Capable of quickly traveling to multiple locations on school campus including up and down hills, lifting or otherwise carrying 40 pounds, traveling up/down flights of stairs, standing and sitting for long durations, typing for continuous hours on a computer keyboard, and reading information on a computer screen.
• Ability to handle the physical demands of working with children ages three through twelve

Required Qualifications

• Bachelor’s Degree, or equivalent experience
• 1-3 years experience in a leadership role, preferably at an after school program or other educational institution
• General Bookkeeping experience to include online administration of billing and data entry    
• Experience working with children (ages three through twelve), preferably in an after school or school setting
• Communicate fluently in written and spoken English

Preferred Qualifications

• Head Teacher Qualified (Step 8.5 or above on the Oregon Step Registry), or equivalent
• Prior experience as an after school program coordinator
• Bilingual: Communicate fluently in written and spoken English and any of the languages taught at the school: Spanish, Japanese or Chinese.
• Comfortable in an international community with experience living and/or traveling overseas and studying other languages.

Training Requirement

• Enrollment in the Oregon Office of Child Care Central Background Registry
• Current Food Handler’s Card (within 30 days of hire)
• Current certification in CPR/First Aid (within 30 days of hire)
•  Completion of the Introduction to Child Care Health and Safety (ICCHS) course offered through the Oregon Office of Child Care (prior to first day)
• Completion of Recognizing and Reporting Child Abuse and Neglect (RRCAN) or similar course within the state of Oregon (within 30 days of hire)
• Continuing education requirement of 15 hours per year

Benefits

• Medical, Vision, Group Life Insurance, Short Term Disability, Long Term Disability, Employee Assistance Program, voluntary Dental insurance, Personal/Vacation time, and 403(b) plan with employer match 3% after one year.
• 50% Tuition Remission for employees children upon review and qualification