High School Program Associate

The Work and Why it Matters

As a growing out-of-school-time (OST) department, the Program Associate plays a key role in ensuring that all data is managed securely and entered accurately for data reporting and analytics. The role is critical to the success of the OST Programs to help us stay in compliance with DOHMH regulations, grantor compliance like DYCD and 21CLCC, ensure smooth operations daily, and continue to grow the OST programs to match the growing needs of East Harlem. Lastly, the Program Associate is responsible for classroom management and lesson plan development, specifically training and coaching program staff to create and facilitate project-based learning, as well as coordination of the end-of-year showcases.

Who We Are

East Harlem Tutorial Program (EHTP) began in 1958 as a children's reading group and has since grown into a multi-site after-school program for traditional public school students and a network of public charter schools focused on significantly increasing the college graduation rate in East Harlem. We are on track to serve at least 25% of East Harlem students by 2025, with enrollment for this year at approximately 2200 students in our schools and after-school programs. In 2020, 99% of our seniors were accepted to college, and our current scholars in college are on-track to graduate at eight times the national average of their peers.

We also aim to serve as an agent of change and thoughtfully contribute to the national fight for racial equity. Through our organization-wide commitment to anti-racism work, we prepare our scholars to effect change, challenge the status quo, and thrive in the world around them. As staff members, we face our own racial identities and conscious and unconscious biases. With this in mind, all of our professional development, curriculum, organizational materials, and processes are designed with a goal of racial justice. Read our racial equity statement here.

We ground all of our work in racial equity, in our core values, and in our four guiding pursuits: the Revolutionary Pursuit of Love, the Radical Pursuit of Knowledge, the Responsive Pursuit of Healing, and in the Relentless Pursuit of Results. These pursuits inform and are reflected in our current four key strategic priorities: to increase high-impact, high-quality academic curriculum, programming content, staff capacity, and coaching; to embrace and advance our use of technology; to deepen our embodiment of ethical and equitable radical humanity; and to efficiently operationalize teaching, learning, community, and care.

Qualifications

• You are at least 18 years of age or older
• You have a High School Diploma or GED Equivalent (30 college credits or more college credits or obtained Associates Degree in Data Systems, Business Administration, or a related field)
• You have at least two years of experience in an office environment
• You have experience working with diverse populations (academic, cultural, and ethnic)
• You are committed to continuous improvement and learning through professional development
• You have knowledge of Non-profit Data Management tools like DYCD Connect and EZChildTrack
• You have experience in Google Suite (Gmail, Sheets, Doc, etc) and Microsoft Suite (Excel, Word, etc)
• You have experience in task management and project management skills including adherence to deadlines, budget management, and data analytics reports
• You have strong communication skills (both written and verbal)

What You Will Accomplish

• Program Operations & Data Integrity
• Data System Management: Serve as the site-level expert for DYCD Connect and EZChildTrack, as well as other assigned data platforms; execute the DYCD workscope submission by entering all activities, assigning student rosters, and ensuring 100% data accuracy.
• Attendance Oversight: Monitor and audit daily attendance across all site classrooms; run weekly reports to ensure timely submission and reconcile discrepancies before they impact funding.
• Compliance Record-Keeping: Partner with the Operations Associate to maintain "audit-ready" student files; proactively collect missing medical paperwork and update family contact information to meet DOHMH and organizational standards.
• Reporting & Analytics: Create and present weekly operational snapshots to Program Manager, focusing on enrollment trends, chronic absenteeism, and site-level supply needs.
• Family Communication & Engagement: Serve as the primary site-level liaison for families; manage all day-to-day communications regarding program updates, student progress, and upcoming events via email, text, and phone to ensure a high-touch, responsive experience for the East Harlem community.
• Instructional & Culture Support
• Staff Coaching & Culture: Support instructional staff (Group Leaders, Specialists, and Consultants) in maintaining positive, youth-centered classroom environments aligned with EHTP’s program culture.
• Showcase Coordination: Assist instructional staff with Project-Based Learning (PBL) ideation and logistics to ensure a successful end-of-trimester showcase by overseeing lesson plan training, creation, and submission, including giving feedback.
• Transition Management: Lead the daily transition from School Day Academic Instruction to Enrichment Programming; ensure all staff are briefed on room assignments, updated rosters, and schedule shifts.
• Instructional Liaison & Partnership Coordination: Serve as the primary operational link between school-day teachers, internal tutoring staff, and external consultants; facilitate the sharing of student progress data and ensure that all tutoring interventions are scheduled, resourced, and aligned with both school-day curriculum and organizational goals.
• Classroom & Trip Support: Provide high-quality class coverage during staff absences and serve as the operational lead on field trips and special experiences to ensure student safety and ratio compliance.
• Site Logistics & Safety
• Daily Meal Logistics: Manage the safe and orderly distribution of breakfast, lunch, and snack; ensure all meal counts are documented for CACFP compliance.
• Facility Maintenance & Mail: Conduct daily mailroom checks to distribute time-sensitive communications; maintain the site’s email and Google Calendar, tracking events and staff time-off to ensure adequate floor coverage.
• Safety Protocols: Utilize and prepare programmatic files (attendance sheets, dismissal logs, fire drill/shelter in logs, and emergency contact binders) to ensure all safety protocols are followed during daily operations and dismissals.
• Fiscal & Administrative Assistance
• Purchasing & Expense Tracking: Facilitate the end-to-end procurement process for site-level supplies and events; initiate all purchase requests for Program Manager approval, track order delivery, and maintain a real-time expense log to ensure the site remains within its monthly discretionary budget.
• Departmental Budget Support: Assist the Operations Associate with site-level budget tracking and expense reporting; ensure all site purchases are well documented and receipts are submitted according to the fiscal calendar.
• Licensing & Standards: Support the Operations Manager in maintaining compliance with DYCD Connect and DOHMH standards, ensuring all site-level signage and documentation are visible and current.
• Execute "All Other Duties" as assigned by the Program Manager or Operations Team, including event set-up, family outreach, and specialized data projects.

Overview of The Hiring Process

● Application
● Phone Interview
● Practical Task & Final Interview
● References
● Decision