Project Manager, Department of Opportunity Youth (SY24-...

POSITION OVERVIEW: The Project Manager in the Department of Opportunity Youth will serve as an integral part of department operations, supporting project management, coordination of professional development and events, and partner management, data tracking and communications efforts necessary to advance the office's strategic objectives. The Project Manager will facilitate the work of the department required by the district as well as assist with activities across department programs, including the Office of Youth Leadership, the Homelessness Education Resource Network (HERN), Academic Mentoring, and Attendance. Supporting the administrative needs of the department, specifically payroll, budget management, contract managementprocurement, data management and coordination of department records, will be an essential function of the role. The Project Manager will work independently and confidentially to support the Senior Director of Opportunity Youth as well as serve on cross-functional teams consisting of members from the various departments that work within, and interface with, the Department of Opportunity Youth. The Project Manager will maintain a smooth flow of communications and department functions, ensuring coordination and alignment across the Department of Opportunity Youth and other BPS departments. RESPONSIBILITIES:Project Management and Administration Systems and Organizational Development Serve as a first point of contact for the Department, demonstrating excellent decision making skills and the ability to act as a gatekeeper to route inquiries to appropriate parties on appropriate timelines. Support the Senior Director in managing external partnerships and relationships, attend meetings with Senior Director as needed. Contribute toward achieving maximum productivity by providing high-level administrative support to the Senior Director, including effective management of a complex and detailed calendar; coordinating travel arrangements, assisting with the development of agendas, maintaining deadlines. Assist in the development and oversight of Department management systems including record keeping, meeting notes, agendas, and archive management using Google Drive and information systems. Research, prioritize, and follow up on incoming issues and concerns addressed to the Department, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response. Successfully complete critical aspects of deliverables with a hands-on approach. Work with Senior Director to prepare high quality products such as Google slides presentations, flyers, brochures, and letters that are visually appealing and convey concise yet comprehensive information. Aid in implementing new initiatives and systems for continuous improvement within the Department; provide technical assistance to staff for new systems; ensure quality of systems through training and management. Assist in identifying opportunities to develop and deliver professional development to department and district staff. Assist with development and implementation of project management tools such as work plans. Work with other BPS departments to align work with goals and priorities; contribute to planning and execution of Department-wide events, initiatives, and reports. Contribute to other projects of staff who report to the Senior Director, including the Assistant Director of Opportunity Youth, HERN staff, and Youth Leadership staff. Support projects, events, budgeting, and communications associated with Academic Mentoring as needed. Grants, Financial & Data Management Responsible for data entry, administration, and tracking of student, staff, and program data. Support quality assurance by verifying data inputs and student record information in all invoices, service referrals, timesheets, and data tracking systems. Responsible for grant and general budget oversight through utilization of PeopleSoft; produce various reports and spreadsheets to track expenditures and manage budget. Assist in implementing improved procurement, budgeting, and evaluation processes to increase the efficiency and effectiveness of the Department's financial and data management systems. Assist in identifying potential sources of programmatic and operational financial support, including foundations and state and federal government sources. Draft and implement the annual and long-term development plan and monitor its progress. Assist Senior Director in reviewing grant proposals for compliance with grant requirements, and be responsible for timely submission. Assist in ensuring reports and correspondence with funders meet deadlines and comply with grant requirements. Work with Senior Director and department staff to set up and attend meetings with funders and community partners; prepare packets, background materials, and research to present to funders. Administer contracts and personnel forms; receiveprocesstrack invoices and forms to ensure prompt payment to sub-contractors and employees. Develop and maintain strong working relationships with central office staff to expedite work. Compile, manage and maintain spreadsheets, graphs, and reports based on data collected; and assist in grant and district monitoring requirements by providing reports as requested by the Senior Director. Assists with project planning and implementation of related activities. Serve as department timekeeper for payroll; input, track, and process department attendance for payroll Marketing, Communications & Event Planning Assist Senior Director and Assistant Director in internal and external communications, event planning, and administrative communications Play a major role in the planning and coordination of department external events, such as the annual Attendance Symposium, Academic Mentoring events and HERN professional development. Lead marketing and communications efforts which include ensuring a consistent, accurate, and compelling web presence; organizing the development of marketing materials (i.e. brochures, packets for partnersfunders) and identifying new marketing and communications strategies. Research, identify, and oversee solicitation of potential sponsors and conference exhibitors. Perform various duties that support the Senior Director to maintain communications internally and externally; coordinate logistics for meetings. Play a major role in the planning and coordination of Department professional development and external events. Create sponsorship materials for events and other programs. Manage event and program sponsors and exhibitors, including managing sponsor relations and deliverables. Other Contribute to other ongoing department projects and perform operational duties as assigned. Provide general office support to maintain efficient department operations. Required Qualifications: Bachelor's degree with 3-5 years administrative, managerial, or professional experience in business administration Solid data and financial management skills; demonstrated experience in developing spreadsheets and reportsdatabase management Proficiency with Google suite (Docs, Slides and Sheets); proficiency in developingmaintaining websites Excellent planning, project management, and organizational skills with a strong attention to detail Able to use discretion and protect confidentiality in student and employee matters Very strong interpersonal skills, ability to develop good relationships and network with various populations; strong written and oral communication skills Proven ability to analyze complex problems and propose appropriate solutions Strong ability to work as part of an active team, work simultaneously on multiple tasks and projects, prioritizing daily activities, and professionally represent the district to partners both within and outside of the BPS Enthusiasm for working in a fast-paced environment and flexibility in performing multiple duties that apply to the success of the various program initiatives Passion for improving the health and well-being of children Resident of Boston Preferred Qualifications: Master's degree in business administration, finance, communications, nonprofit administration, or related field Knowledge of or experience with PeopleSoft Knowledge of or experience with grant administration Experience in office coordination in a large organization Experience with digital communications and social media Experience with managing the production of printed material, including brochures, leaflets, working with third party designersprinters to ensure brand and style is met. Experience managing and implementing projects Knowledge of administrative procedures in large school district, prefer experience within BPS Experience working in or with schoolsdistricts Bilingual or multilingual Managerial -Tier C42 ($98,959)Please refer to (under "Employee Benefits and Policies") for more information on salary and compensation. Salaries are listed by Unions and GradeStep.The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sexgender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' dignity or interferes with their ability to learn or work.

Created: 2025-02-23