This is a full-time limited-term position offering full benefits until June 2025, possibility for extension is contingent on grant funding.

 

SUMMARY

The Program Manager reports to the Senior Project Manager and assists with the planning and coordinating of project initiatives, its procedures and operational details for training programs, meetings, conferences and related events. This role provides administrative, logistical and communication support for these events. The Program Manager will also provide data analysis to customize programs and make strategic recommendations to enhance the effectiveness and impact of Association events and project initiatives. This position acts as a liaison with educational, community, public, and member agencies; collaborates between departments; and performs related work as required.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides direct comprehensive support for a grant from the Chan Zuckerberg Initiative related to the development of education workforce housing using district property.
• Acts as a liaison between internal CSBA departments, project partners, CSBA members and other 3rd parties.
• Manages reports for grant-funded projects, ensuring compliance with grant guidelines, tracking expenses, and preparing timely and accurate reports for funders.
• Collaborates with school districts, housing authorities, community organizations and other relevant stakeholders to understand their needs, build partnerships, and coordinate efforts to develop affordable education workforce housing solutions.
• Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Senior Director and Senior Project Manager; anticipates needs and determines the information and/or documents required.
• Coordinates meetings and acts as on-site logistics coordinator.
• Coordinates and assists with special projects.
• Plans, prepares, organizes, coordinates and executes Association seminars, workshops, meetings, training programs and related activities; manages programs and workshops during conferences.
• Develops and implements goals, objectives and procedures for assigned events and programs; Ensures all deadlines are met.
• Manages and coordinates cross-functional teams; leads status meetings; trains staff members on event administration policies and procedures.
• Composes and edits agendas, correspondence, presentations and other documents.
• Attends planning committee meetings; assists with making committee recommendations; takes meeting notes and provides recaps; schedules and facilitates planning calls and debrief meetings; facilitates effective communication among committee members.
• Coordinates logistics for select meetings and events, including hotel reservations when required, audio-visual equipment and catering.
• Processes contracts, invoices and expenses.
• Manages contract negotiation and approval process for assigned meetings and events with hotels and vendors in compliance with Association standards and time and budget estimates.
• Manages and act as a point of contact for assigned staff, independent contractors, third-party suppliers and vendors responsible for venue preparation, audio-visual resources, food and beverage, accommodations, or other event-related services; manage the assigned vendors to ensure all milestones are achieved on time and on a budget before, during and after the event. Assists the Senior Project Manager with organizing and managing events, determining, developing and preparing agendas and materials.
• Monitors budgets for events and training; maintains event supplies and equipment.
• Contributes to the development and marketing of events and training programs; manages event-related email communications; develops content for event promotion and email marketing.
• Coordinates production, printing and dissemination of program documents.
• Coordinates with marketing and IT for website updates; maintains registration websites; creates and publishes content on WordPress Content Management System.
• Leads the planning and implementation of event applications; customizes app features and manages content creation; Provides basic application support; develops and delivers related training materials; monitors app analytics and participant feedback.
• Acts as a representative to attendees and staff regarding questions, problems, concerns and activities; demonstrates respect, honesty and professionalism at all times.
• Travel throughout California to training and meeting sites as required.
• Maintains confidentiality. Performs other duties as assigned.

 

SUPERVISORY RESPONSIBILITIES

This role may supervise event temporary staff, independent contractors, third party suppliers and vendors responsible for event-related services.

 

EDUCATION & EXPERIENCE

• Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in marketing, business administration, management, finance, accounting or related field and five (5) years of experience event coordination, project management and performing complex administrative support to management.

QUALIFICATIONS

 

Knowledge of:

• Affordable housing programs, public policy objectives, public and quasi-public agencies, financing mechanisms and best practices is preferable.
• Principles, practices, and service delivery needs related to assigned events and training programs.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and Association staff.
• Procedures for planning, implementing, and coordinating a variety of events, training programs and activities.
• Organizational and function of non-profit organizations, boards and commissions.
• Principles and practices of data collection, information management and report preparation.
• Computer applications related to the work, including word processing, web design, database and spreadsheet applications.
• Applicable Federal, State, and local laws, regulatory codes, ordinances and procedures relevant to assigned area of responsibility.
• Public relations and marketing techniques.
• Recent and on-going developments, current literature and sources of information related to assigned duties.
• Record keeping principles and procedures.
• Modern office practices, methods and computer equipment and applications. English usage, grammar, spelling, vocabulary and punctuation.

 

Ability to:

• Plan, oversee, coordinate, review, and evaluate events and training program operations and activities, as well as staff, contractors and temporary staff.
• Stay informed about education policies and recommend event topics and content areas.
• Perform responsible application of specialized event-related knowledge to support organizational unit with accuracy, speed and general supervision; interpret, apply and explain administrative and departmental policies and procedures; provide customer service for event-related inquiries and related requests.
• Plan and prepare event and training program schedules, staffing schedules, reports and other related materials.
• Apply knowledge and demonstrate program management, critical thinking skills, lead and coordinate various projects involving participation of other departments.
• Interpret, apply, explain, and ensure compliance with Federal, State and local policies, procedures, laws and regulations.
• Establish and maintain a variety of filing, record keeping and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines Establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.

 

ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

• Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, before groups, and over the telephone.
• Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties.
• Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
• Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
• L imited vacation during peak periods.
• Occasional travel throughout California to various training, workshops, and meeting sites required.