Associate For Programs

ExpandED is dedicated to ensuring that all young people have access to enriching learning opportunities that affirm their identities, teach them valuable skills, and spark new possibilities. Through program development, capacity-building, research and advocacy, we work toward our vision of a vibrant and stable publicly-funded system of school-community partnership so that all New York City children thrive.

Established in 1998, the organization today works with more than 119,000 children and 900 programs throughout New York City to ensure that students in under-served communities have access to innovative, engaging ways of learning to enable them to reach their full potential. Over the last two decades, ExpandED Schools' program, research and policy efforts have led to increased recognition of the academic, social, and emotional benefits of afterschool, increased funding, and new models for school-community partnership.

**Purpose of Position**

ExpandED Schools' Programs Division consists of three core programmatic pillars: Enrichment (Comprehensive Program Support-CPS, STEM and Literacy); Career-Connected Learning (CCL); and High-Impact Tutoring (HIT). The Programs Division is led by the Chief Program Officer and has a senior leadership team comprised of two Vice Presidents (CCL and HIT) and three Directors (CPS, STEM and Early Literacy). Members of the various Programs Division teams work in partnership with community-based organizations (CBOs), schools, and leaders who work centrally within the New York City Department of Youth & Community Development (DYCD) and New York City Public Schools.

Collectively, ExpandED Schools' Programs Division teams provide a wide range of supports to approximately 535 schools, 118 organizations and 12 tutoring providers. These supports include school visits, program observations and coaching, grant-making, professional development, conferences/planning sessions, and communities of practice for a diverse set of stakeholders.

Reporting to the Chief Program Officer, the Associate for Programs is responsible for providing day-to-day support to the Chief Program Officer and ancillary support to the Program division's vice presidents and directors. The Associate for Programs helps to coordinate central administrative functions to facilitate greater efficiency and optimize program/school support and capacity-building efforts across the various Program division teams.

**Summary of Duties & Responsibilities**:

- With the Chief Program Officer's support, implement administrative processes within the division; work with the Chief Program Officer to identify priorities and maximize the teams' time.
- Oversee the logistics of the division's training and capacity-building events, including but not limited to coordination, outreach, registration, supply orders, invoicing, facilities, catering and attendance data collection.
- Manage programmatic/financial data trackers ensuring accurate and timely information is available for the Chief Program Officer to report to the entire organization.
- Develop and systematize document management procedures to ensure the division meets contractual requirements and deadlines.
- Maintain all required documentation for reporting to external funders.

**Trainings, Meeting & Convening Support**:

- Develop and manage weekly marketing strategy for ExpandED's professional development training/workshop series
- Assist staff facilitating professional development with in-training support such as managing the waiting room, breakout rooms, and helping with the chat feature during virtual trainings; coordinating catering orders, facilities logistics, and the preparation of documents such as, sign-in sheets; disseminate letters of completion and post-training surveys
- Assist with planning and organizing of several major annual programmatic events (e.g., initiative conferences, showcases, capstone events, program and school convenings), including support with agenda development, invitations, RSVP processes, and other logistics
- Assist in the preparation of departmental correspondence related to professional development, including memoranda, flyers, and brochures to partner organizations and school sites
- Post the seasonal training calendar to the ExpandED website and assist with event creation
- Schedule, coordinate, attend and record minutes for internal cross-division meetings; disseminate notes and next steps.

**Administrative Support**:

- Coordinate subcontractor agreement development, dissemination and collection for grantees receiving funds through ExpandED Schools' DYCD City Council Discretionary contract
- Update and maintain data sources, including external partner contact lists
- Work proactively across teams to maintain initiative deliverables databases to track documents due from external partners, including grantee organizations and related program sites, to ensure deadlines are met
- Process purchase requisitions for divisi