Program Operations Associate

The Primary School - East Palo Alto, California - Full time

ABOUT US

The Primary School is creating a new school model that brings together all of the adults in a child’s life, including parents, educators, and medical and mental health providers, starting from a very early age. We recognize the entrenched racism that exists within our public systems and the unjust impact this has had on families of color. Our aim is that children and families most impacted by systemic poverty and racism receive the multidisciplinary support they deserve to be well, learn, and thrive.

Long-term, we hope to create a game-changing school model that can be replicated across the country. As we continue to learn and grow, we plan to share what we’ve learned and pursue policy and systems change on a local, state, and national level. We are proud to receive funding from the Chan Zuckerberg Initiative, a major national philanthropy.

Our approach has three defining characteristics:

  • We start early. We start working with children as young as 8 months and provide full-time school starting at age three to reach them at a critical stage in development.
  • We partner with parents. We believe that when parents thrive, children thrive, so we support the wellness and growth of parents alongside the growth of their children.
  • We integrate services. Our unique model unites health care and education, building a multi-disciplinary team and holistic system of care around a child’s full needs.

In 2016, we opened our flagship school in East Palo Alto, California, with our first class of four year olds. We have grown to serve over 300 children and their families through a birth to three program, parent wellness program, full-day preschool, and elementary school, which will grow through eighth grade. In 2020, we began programming at our second site in Hayward, California.

ABOUT THE ROLE

The Parent Program and Birth to Three Operations Associate is responsible for the smooth and effective functioning of day-to-day operations and administration of the Birth to Three and Parent Program. This position will take on a variety of operational responsibilities including managing parent program support staff (e.g., childcare workers) and owning the management of the Birth to Three and Parent Program office spaces, parent communications, facilities, food and materials procurement. The Birth to Three & Parent Program Operations Associate will play a critical role in the managing of systems and structures that will allow the coaching and Birth to Three Program to "hum" and enable coaches, Birth to Three staff and program leaders to remain focused on family wellness.

RESPONSIBILITIES

  • Open space in the morning, ensure property is ready to welcome families and children, and lead secure shutdown and closure of space in the evening.
  • Ensure a welcoming and organized office that upholds our commitment to family and community. Tend to all urgent incoming requests from TPS staff and occasionally parents as needed.
  • Perform administrative tasks in support of the Birth to Three and Parent Program (including but not limited to: filing, copying, producing letters, laminating, coordinating and scheduling programming and meetings, and translating parent-facing documents, ongoing coordination and organizing of resources for program).
  • Create written protocols for day to day operations.
  • Represent Parent Program and Birth to Three in school-wide Operations team meetings.
  • Support with the hiring and training and oversee child care staff, including creating monthly schedules and approving hours.
  • Attend and support in the planning, preparation and set-up of all program specific and school-wide events, including evening events.
  • Prepare and execute parent communication (e.g., newsletters, mailings, text/phone blasts) in collaboration with parent and Birth toThree program staff.
  • Organize and coordinate supplies and materials, and manage ongoing purchasing needs.
  • Build partnership with key vendors for childcare, space, copy and print, custodial, IT, facilities maintenance and repair. Work with vendors and contractors and troubleshoot issues as they arise to ensure a prompt resolution.
  • Manage all facilities-related needs, including scheduling/meeting vendors and handling after-hours facilities emergencies.
  • Create and effectively execute strong procedures for childcare and space use, and Manage, record and report on family data in partnership with coaches, 0-3, school and TPS staff; ensure that physical and electronic child and family records are properly maintained and when necessary, and when necessary, transitioned to school.
  • Provide logistical and technological support for the administration of parent surveys.
  • Serve as on-site IT contact for Birth to Three and Parent Program staff and families, including managing devices, troubleshooting basic issues, including but not limited to, hot spots and electronic devices and escalating broader issues to Program Leaders.
  • Work with other program staff to ensure organizational-wide processes, systems, and procedures are implemented with consistency and efficiency.
  • Participate in weekly meetings.
  • Participate in Parent Program & Birth to Three team meetings to cultivate further understanding of the work, and as required to support staff and colleagues to execute the work related to programming.

QUALIFICATIONS

  • You have at least two years of experience in an operations, coordinator and/or administrative role.
  • You are fluent in Spanish (written and oral).
  • You have practiced habits of organization and project management, and can quickly move back and forth between the 30,000 foot and on-the-ground levels.
  • You have a “can do” attitude and are willing to be flexible to meet the needs of families and the program.
  • You hold a family centered approach when it comes to coordinating, supporting, and executing work of programs
  • You can juggle multiple priorities and take pride in consistently meeting deadlines.
  • You are a natural problem solver, fixer and finder of resources; when the going gets tough, you are calm under pressure and show excellent judgment.
  • You get joy out of building efficient, user-friendly and results-oriented work flows and processes.
  • You have the ability to motivate peers and colleagues to get things done - with or without the leadership title.
  • You are extremely self-aware and self motivated, and have a strong desire to learn.
  • You are comfortable in ambiguity and environments that change rapidly.
  • You want to work with and learn from all TPS team members, from early childhood education to parent coaching to community engagement.
  • You believe in the mission of The Primary School and that all children and families are capable of extraordinary things.

A Plus If

  • You are an East Palo Alto or Belle Haven native and/or have experience working with the East Palo Alto and Belle Haven communities.
  • You have experience working with children and families.
  • You have experience supervising volunteers or staff.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and communicate with both adults and children. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is moderate to high.

COMPENSATION

Compensation is commensurate with qualifications and experience, plus excellent health benefits, 401k retirement plan, flexible spending account (FSA), dependent care FSA, and generous paid time off, including a competitive paid parental leave benefit.

HOW TO APPLY

TPS values diversity; people of all backgrounds are encouraged to apply. Please complete the following application and submit your most recent resume. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reviewing your application!

The Primary School provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.The Primary School complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Apply for this job

Apply for this job

Role

K12 School Operations

Experience Level

Entry Level

The Primary School

The Primary School is creating a new school model that brings together all of the adults in a child’s life, including parents, educators, and medical and mental health providers, starting from a very early age.
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