General Description

The Program Manager is a full-time, exempt position based in the PTA state office in Sacramento that performs professional and administrative work to advance the goals of California State PTA, with an emphasis on the School Smarts Parent Engagement Program, including managing logistics, coordinating day-to-day functions, facilitating communications, and ensuring successful delivery of the program to an expanding number of school sites throughout California.

The position reports to the Director of Programs & Grant Development and works closely with regional and local and state PTA leaders, school district and school administrators and staff, consultants, PTA staff, the executive director, partner organizations and others.

Classification:

This position is classified on the exempt salary schedule as Program Manager.

Salary Range:

$58,240 to $71,200

Responsibilities:

• Serve as staff lead and liaison for program delivery and logistical questions from School Smarts facilitators, coordinators, school district staff and PTA leaders
• Works closely with the Director of Programs & Grant Development (and other staff and volunteer leaders, as appropriate) to:
• Develop and implement plans and models for effective delivery and expansion of the program, including timelines and deliverables, budgeting, marketing, fundraising, training, communications and other aspects.
• Improve program and service quality by establishing and/or refining processes, assessing efficiency, and recommending creative solutions, including those related to delivery of training and materials;
• Identify, develop and implement technology solutions to existing challenges that improve efficiency and productivity;
• Oversee data systems to improve delivery and support for all School Smarts activities, build the School Smarts graduate “community”, and support program and policy research and evaluations.
• Develop and implement communications strategies, in coordination with communications staff, that:
  • market and promote the value of the program, including development of print and digital materials;
  • Support Family Engagement strategies and
  • Contribute to PTA organizational priorities
• Develop and maintain web-based content, videos, communication tools, and training resources for program in coordination with communications staff.
• Develop and oversee systems in collaboration with accounting staff to effectively maintain program-related records, contracts, and MOUs for facilitators, school districts, and coordinators, including coordinating payment; tracking facilitator reports, and ensuring completion of surveys and pre and post questionnaires.
• Develop and oversee processes for maintaining, ordering and shipping materials, supplies and resources to participating sites, including facilitator and coordinator handbooks and materials; training resources; curriculum and handouts; art supplies; program information kit; graduation certificates, and others.
• Oversee process and implementation of customization, preparation and printing of PEN fliers, parent academy brochures, PEN handouts and other materials for school sites.
• Assist with planning and delivery of facilitator and steering committee trainings and Convention-related activities in support of the program
• Assists with researching, developing and carrying out resource development strategies that lead to increased funding for the School Smarts program.
• Performs other duties, as assigned.

Additional Responsibilities:

• Attends meetings and events as required.

Working Conditions/Physical Demands:

• Travel required 20% especially during heavy seasonal needs
• May lift, carry and/or move objects weighing up to 25 pounds

Minimum Qualifications:

• Bachelor’s degree and minimum of 2-3 years of experience as a Program Manager
• Knowledge of family engagement, education and Local Control Funding Formula desired
• Highly organized and able to manage a large number of priorities and deadlines at one time
• Detail oriented, self-starter and highly motivated
• Proficient using Microsoft Office including Word, Excel, PowerPoint and Outlook
• Team player who thrives in a busy environment
• Bilingual with fluency in Arabic, Chinese, Spanish, Tagalog or Vietnamese highly preferred

This is a critical moment in the movement for every student’s right to creative expression. Arts programs provide outlets for expression, build resiliency and improve academic performance. Students in your school district should have access to these opportunities.

Join this informative webinar and discover how you can take action as an arts education advocate for students!

• Learn about the role of parents, students and community members to serve as advocates and to convince decision makers about the value of arts education.
• Walk away with ready-to-use tools from Create CA, CA PTA, Arts for LA and Arts Education Alliance of the Bay Area that will support you in advocating for a creative education for all students in your district.

Happening on February 3rd at 6:00pm, REGISTER HERE. 

Click here for more information and resources on arts education.

General Description:The Programs and Grants Assistant performs administrative work in support of various programs, services, commissions and committees of the association, as well as supporting general operations. This position reports to the Program Manager. This position interacts with committee and commission chairs and members, members of the board and various staff departments, as well as school and district staff, clients, consultants/service providers, and partners.

Classification: This position is classified on the non-exempt salary schedule as Administrative II.

Salary Range:$19.50 to $23.37/hour

Essential Functions:

• Works closely with the Program Manager and other staff and volunteer leaders to support the School Smarts Parent Engagement program, including:
  • Developing timelines and implementing activities for the successful preparation, ordering and delivery of various program materials and deliverables;
  • Assisting with logistics and follow-up;
  • Compiling, inputting, and maintaining a range of data and information to facilitate smooth functioning and reporting out on the program;
  • Maintaining School Smarts records including updating program evaluation components, contact lists, and program information as needed;
  • Preparing agreements, facilitating appropriate reviews/approvals and maintaining all relevant agreements and fiscal records;
  • Facilitating/ensuring that requests for payments are submitted and processed;
  • Recommending ways to improve service and/or refine processes;
  • Providing other general administrative and clerical support to the School Smarts team, committee, client sites/districts, facilitators, coordinators and others, as requested.
• Provides administrative support to the Director of Legislation, including consulting with the Chair and assisting with meeting preparation, including the annual Legislation Conference in consultation with the Meetings & Facilities Manager.
• Provides administrative support for the legislative advocacy operations of the association by preparing reports, filing, bill pickup and mailing through the bill service; maintaining and updating the online bill tracking service; preparing the monthly, semi-annual and annual Legislation Report; handling incoming calls from outside sources such as legislative staff and other organizations; coordinating the signing and sending of certain legislative letters and documents; and tracking legislative bill files and updating them as requested.
• Provides administrative support to the Reflections Committee, Scholarships & Grants Committee, and Arts Education Committee. Some duties can include assisting volunteer chairs and managerial staff with planning and logistics for meetings, implementation, follow-up, record-keeping and data management, copying, collating, and filing.
• Performs administrative and clerical work in support of other programs (including potential future programs pursued by the organization), services, commissions, and committees, as assigned.
• Serves as the primary backup to the administrative assistant by performing general administrative support and receptionist duties.
• Assists with special projects, as assigned.
• Follows all established procedures.
• Performs other duties as assigned.

Additional Responsibilities:

• Attends meetings, as requested

Minimum Qualifications:

• Highly organized and detail-oriented
• Proficient using Microsoft Office including Word, Excel, PowerPoint and Outlook
• Experience with Asana, Alchemer, and Smartsheet tools a plus
• Team player who thrives in a busy environment
• Bilingual with fluency in Arabic, Chinese, Spanish, Tagalog or Vietnamese highly preferred

Working Conditions/Physical Demands:

• Typically may sit for extended periods of time
• Operates a computer keyboard
• May be required to travel
• Lift up to 25 lbs