Program Manager, Executive Office Administration & Leadership Support

SUMMARY

Under general direction of the Director, Executive Office Administration and Leadership Support, the position provides some oversight for staff performing difficult and complex professional, technical, and administrative support related to all programs and activities of assigned department, division program, or service, including managing, planning, organizing and coordinating the work of the Executive Office, the Board of Directors, Executive Committee and the Delegate Assembly. Independently provides leadership assistance while also assisting or facilitating meetings at all levels; assisting with the development and management of elections and committees; and assisting with the development and management of event and meeting content. The position works closely with members, committees, staff, partner organizations and others. Provides overall program management including communication with Association members, CSBA staff, and committees, including proofing, reviewing, formatting, and editing documents; perform a variety of other duties as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Develops and implements goals, objectives, procedures, and priorities for assigned programs; identifies resource needs; develops evaluation tools and assessments; develops, recommends, and implements standard operating procedures, improvements, and makes recommendations for implementation.
• Reads and demonstrates an understanding and adherence to Association values, policies, and practices.
• Demonstrates respect, honesty and professionalism at all times.
• Provides direct comprehensive organizational support and administrative assistance in the Executive Office to the Board of Directors and the Delegate Assembly.
• Provides highly complex staff assistance to Association leadership and senior management; develops and reviews staff reports and other necessary correspondence related to assigned activities and services.
• Regularly performs significant and recurring administrative and managerial tasks with high degree of initiative and independence, and with great attention to detail on numerous programs.
• Participates in the implementation and management of events and meetings by conducting regular planning meetings, coordinating assigned staff and maintaining established timelines.
• Reports to Director on project status, developments and opportunities.
• Assists the Director with the successful planning, coordination, management, participation and execution of Board of Director, Delegate Assembly and organizational meetings.
• Works directly with and provides staff support to the Executive Committee, Board of Directors, Delegate Assembly and CEO & Executive Director.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned field; researches emerging products and enhancements and their applicability to Association needs.
• Continuously monitors and manages the efficiency and effectiveness of assigned projects, service delivery methods, and procedures; manages and monitors workload.
• 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 Director with organizing and managing events, determining, developing and preparing agendas and materials.
• Takes minutes, records all actions taken, oversees the event logistics, evaluates the effectiveness of the events and provides follow up.
• Manages and supports member committees and facilitates committee work to ensure they operate within the Association’s mission and goals.
• Engages in regular communications with members and prospects about Association offerings and member needs.
• Participates with creating, developing and managing content for the Association’s web site.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned field; researches emerging products and enhancements and their applicability to Association needs.
• Oversees the department’s database management.
• Manages and participates in all activities related to assigned function.
• Demonstrate respect, honesty and professionalism at all times.
• Adheres to an established work schedule and the organization’s timekeeping practices.
• Travel to various training, workshops, and meeting sites required.
• Perform a variety of other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• This position has no supervisory responsibilities.

EDUCATION & EXPERIENCE

• Any combination of training and experience equivalent to a bachelor’s degree or higher with major coursework in Business administration, education, education policy, management, marketing, public relations, business administration, public administration, or related field and three (3) years of experience in education or education policy, marketing, project management, meeting and event planning, or related field with administrative experience.

Requirements

QUALIFICATIONS

Knowledge of:

• Organization and function of non-profit organizations, boards, and commissions.
• Principles, practices, and service delivery needs related to assigned events and training programs.
• Procedures for planning, implementing, and maintaining a variety of events, training programs, and activities.
• Principles and practices of events and training program development, management, implementation, review, analysis, and evaluation.
• Principles and practices of contract administration.
• Principles and practices of member organizations, including an understanding of bylaws and standing rules.
• Research and reporting methods, techniques, and procedures.
• Leading and managing committees/teams.
• Sources of information related to a broad range of education policies and programs.
• School Board governance and education policies.
• Record keeping principles and procedures.
• Modern office practices, methods, and computer equipment and applications related to the work.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, work standards, for assigned events and programs.
• Commit to the Association’s values, mission and goals.
• Consistently demonstrate high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
• Be exceedingly well organized and detail oriented.
• Travel occasionally regionally and nationally.
• Maintain confidentiality at all times.
• Have strong organizational, problem-solving and managerial skills.
• Plan, prepare and manage event and training program schedules, staffing schedules, reports, and other related materials.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures and other written materials
• Possess strong verbal and written communication skills.
• Effectively supports the Association in meetings with member organizations, other education institutions, governmental agencies, community groups, and various businesses, professional and regulatory organizations, and in meetings with the public.
• 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; organize own work, set priorities, and meet critical time deadlines.
• 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, using excellent interpersonal, written and oral communication skills, including exceptional grammar, editing and proofing abilities.
• 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.
• Apply knowledge and demonstrate common sense and good judgment, participate in and/or coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

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.
• Employee is personally responsible for following health and safety guidelines, instructions, and policies.
• 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, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
• 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.
• Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
• May be asked to work occasional overtime, evenings, nights, weekends, and holidays.
• Occasional overnight travel throughout the state of California.
• Limited vacation during peak periods.