High School Program Associate

Position Reports to: Program Manager, OSTHours: Full time, 40 hours per weekSalary: The salary for this role is $62,400.00, commensurate with experience. Additionally, EHTP offers a comprehensive benefits package.FLSA Status: Non-ExemptWho We AreEast Harlem Tutorial Program (EHTP) began in 1958 as a children's reading group and hassince grown into a multi-site after-school program for traditional public school students and anetwork of public charter schools focused on significantly increasing the college graduation ratein East Harlem. We are on track to serve at least 25% of East Harlem students by 2025, withenrollment for this year at approximately 2200 students in our schools and after-schoolprograms. In 2020, 99% of our seniors were accepted to college, and our current scholars incollege are on-track to graduate at eight times the national average of their peers.At EHTP we also aim to serve as an agent of change and thoughtfully contribute to the nationalfight for racial equity. Through our organization-wide commitment to anti-racism work, weprepare our scholars to effect change, challenge the status quo, and thrive in the world aroundthem. As staff members, we face our own racial identities and conscious and unconsciousbiases. With this in mind, all of our professional development, curriculum, organizationalmaterials, and processes are designed with a goal of racial justice. Read our racial equitystatement 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 ofHealing, and in the Relentless Pursuit of Results. These pursuits inform and are reflected in ourcurrent four key strategic priorities: to increase high-impact, high-quality academic curriculum,programming content, staff capacity, and coaching; to embrace and advance our use oftechnology; to deepen our embodiment of ethical and equitable radical humanity; and toefficiently operationalize teaching, learning, community, and care.The Work and Why it MattersAs a growing out-of-school-time (OST) department, the Program Associate plays a key role inensuring that all data is managed securely and entered accurately for data reporting andanalytics. The role is critical to the success of the OST Programs to help us stay in compliancewith DOHMH regulations, grantor compliance like DYCD and 21CLCC, ensure smoothoperations daily, and continue to grow the OST programs to match the growing needs of EastHarlem. Lastly, the Program Associate is responsible for classroom management and lessonplan development, specifically training and coaching program staff to create and facilitateproject-based learning, as well as coordination of the end-of-year showcases.What Qualifies YouPlease note that many do not meet 100% of the desired qualifications. If much of this describesyou, we encourage you to still apply.You are at least 18 years of age or olderYou have a High School Diploma or GED Equivalent (30 college credits or more collegecredits or obtained Associates Degree in Data Systems, Business Administration, or arelated field)You have at least two years of experience in an office environmentYou have experience working with diverse populations (academic, cultural, and ethnic)You are committed to continuous improvement and learning through professionaldevelopmentKnowledgeable in Non-profit Data Management tools like DYCD Connect andEZChildTrackYou are 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 includingadherence to deadlines, budget management, and data analytics reportsYou have strong communication skills (both written and verbal)What You Will AccomplishProgram Operations & Data Integrity Data System Management: Serve as the site-level expert for DYCD Connect andEZChildTrack, as well as other assigned data platforms; execute the DYCD workscopesubmission by entering all activities, assigning student rosters, and ensuring 100% dataaccuracy.Attendance Oversight: Monitor and audit daily attendance across all site classrooms;run weekly reports to ensure timely submission and reconcile discrepancies before theyimpact funding. Compliance Record-Keeping: Partner with the Operations Associate to maintain"audit-ready" student files; proactively collect missing medical paperwork and updatefamily contact information to meet DOHMH and organizational standards.Reporting & Analytics: Create and present weekly operational snapshots to ProgramManager, focusing on enrollment trends, chronic absenteeism, and site-level supplyneeds.Family Communication & Engagement: Serve as the primary site-level liaison forfamilies; manage all day-to-day communications regarding program updates, studentprogress, and upcoming events via email, text, and phone to ensure a high-touch,responsive experience for the East Harlem community.Instructional & Culture SupportStaff Coaching & Culture: Support instructional staff (Group Leaders, Specialists, andConsultants) in maintaining positive, youth-centered classroom environments alignedwith 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 overseeinglesson plan training, creation, and submission, including giving feedback.Transition Management: Lead the daily transition from School Day AcademicInstruction to Enrichment Programming; ensure all staff are briefed on roomassignments, updated rosters, and schedule shifts.Instructional Liaison & Partnership Coordination: Serve as the primary operationallink between school-day teachers, internal tutoring staff, and external consultants;facilitate the sharing of student progress data and ensure that all tutoring interventionsare scheduled, resourced, and aligned with both school-day curriculum andorganizational goals. Classroom & Trip Support: Provide high-quality class coverage during staff absencesand serve as the operational lead on field trips and special experiences to ensurestudent safety and ratio compliance.Site Logistics & SafetyDaily Meal Logistics: Manage the safe and orderly distribution of breakfast, lunch, andsnack; ensure all meal counts are documented for CACFP compliance. Facility Maintenance & Mail: Conduct daily mailroom checks to distribute time-sensitivecommunications; maintain the site’s email and Google Calendar, tracking events andstaff time-off to ensure adequate floor coverage.Safety Protocols: Utilize and prepare programmatic files (attendance sheets, dismissallogs, fire drill/shelter in logs, and emergency contact binders) to ensure all safetyprotocols are followed during daily operations and dismissals.Fiscal & Administrative AssistancePurchasing & Expense Tracking: Facilitate the end-to-end procurement process forsite-level supplies and events; initiate all purchase requests for Program Managerapproval, track order delivery, and maintain a real-time expense log to ensure the siteremains within its monthly discretionary budget.Departmental Budget Support: Assist the Operations Associate with site-level budgettracking and expense reporting; ensure all site purchases are well documented andreceipts are submitted according to the fiscal calendar. Licensing & Standards: Support the Operations Manager in maintaining compliancewith DYCD Connect and DOHMH standards, ensuring all site-level signage anddocumentation 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 ProcessApplicationPhone InterviewPractical Task & Final InterviewReferencesDecisionThank you in advance for submitting an application to East Harlem Tutorial Program