Out-of-School Time Site & Scheduling Coordinator

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.

Essential Functions

• 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
• 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
• 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

Record-Keeping

• 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

Supervisory Planning

• Plan and facilitate weekly site meetings
• Review and approve Youth Development Professionals’ timeclocks
• Complete annual reviews for Youth Development Professionals
• 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 Duties

• Attend scheduled meetings and required trainings
• Complete all trainings required by licensing and organization within identified timeframe
• Report any safety, maintenance or equipment concerns as soon as possible
• Maintain high level of confidentiality with sensitive information
• Report any instances (or suspected instances) of child abuse and neglect to proper authorities

Qualifications

• Education: A high school diploma or GED is required. Preferred education includes one of the following: Bachelor’s Degree in education or human development OR A valid Child Development Associate (CDA) credential, or a similar credential with emphasis in the care of school age children, and one year of verifiable experience caring for and supervising four or more school-aged children OR Two years of college coursework in the field of education with emphasis in the areas of preparing and implementing lesson plans, human growth and development, behavior management, interpersonal communication, art education, music education, physical education, and recreation.
• Experience: You need to have worked for one year taking care of at least four kids who are old enough to go to school. This work should have been done in a child care setting, like a daycare or after-school program, and the kids you looked after shouldn’t be your own family members.
• Skills: Ability to establish and maintain working relationships with school administrators, personnel, students, parents and the public required. Excellent communication skills, both verbal and written required. Ability to make decisions quickly and independently and have appropriate discretion to know when guidance is needed required.
• Licenses: Valid driver's license and reliable transportation.