Administrative Program Manager Jobs in Phoenix, AZ

Job Purpose:

The AmeriCorps Program Manager is responsible for the administration, coordination, implementation, and compliance of the Maggie's Place AmeriCorps program. This position serves as the primary operational resource for AmeriCorps members, ensuring accurate documentation, data management, regulatory compliance, program reporting, and administrative support throughout the member lifecycle. The role works collaboratively with the Director of Residential Operations, AmeriCorps Recruitment and Marketing Manager, Director of Family Services, and residential teams to create positive and supportive service experience for members while maintaining high standards of program accountability and operational excellence.

The AmeriCorps Program Manager fosters strong relationships with members and staff, serving as a trusted resource and point of contact while ensuring all program systems, records, and operational requirements are maintained accurately and efficiently.

Responsibilities:

AmeriCorps Program Administration

• Manage the day-to-day administrative operations of the AmeriCorps program.
• Serve as the primary point of contact for AmeriCorps members regarding program operations, policies, processes, and documentation requirements.
• Maintain accurate member records throughout recruitment, onboarding, service, and exit processes.
• Coordinate member onboarding, orientation, service agreements, and required documentation.
• Assist with member transitions, exits, and completion of end-of-service requirements.
• Participate in planning and logistics for AmeriCorps trainings, retreats, reflection activities, National Days of Service, and special events.

Operational Systems Management

• Maintain, update, monitor, and ensure accuracy of all member-related operational systems and records.
• Review and approve member documentation for completeness, accuracy, and compliance.
• Manage and monitor member records within OnCorps and other AmeriCorps reporting systems.
• Review and approve member timesheets and service-hour documentation.
• Monitor member service progress and ensure timely completion of required hours.
• Oversee maintenance of member-related information within Mindbody and other internal databases.
• Ensure completion and accuracy of contact logs, service documentation, and Coordination of Care documentation.
• Maintain AmeriCorps-related information within iSolved, including onboarding documentation, timekeeping records, and personnel information.
• Track and maintain member vacation logs, day-off schedules, and service availability records.
• Monitor and maintain volunteer tracking records associated with AmeriCorps programming.
• Ensure accurate documentation of in-kind donations and service-related contributions.
• Assist with maintenance of donation tracking and related reporting systems.
• Monitor house budgets and program-related expenses in collaboration with the Director of Residential Operations.
• Develop systems and processes that support accuracy, accountability, and operational efficiency.

Compliance, Data Collection, and Reporting

• Ensure program compliance with AmeriCorps regulations, grant requirements, and organizational policies.
• Track service hours, performance measures, member eligibility, and grant-related documentation.
• Collect, analyze, and maintain data required for grant reporting and program evaluation.
• Prepare reports and documentation for internal leadership, grant compliance, audits, and monitoring visits.
• Conduct regular audits of member files and operational systems to ensure data integrity and compliance.
• Identify discrepancies and implement corrective actions when documentation or reporting issues arise.
• Maintain confidentiality and security of all members and program records.

Member Engagement and Support

• Serve as an accessible resource for members throughout their service term.
• Build positive working relationships with members and staff to support a successful service experience.
• Facilitate regular communication with members regarding program requirements, deadlines, and opportunities.
• Coordinate recognition activities, service celebrations, and member engagement initiatives.
• Assist members in navigating administrative processes and accessing organizational resources.
• Collaborate with residential staff and Family Services leadership to ensure members are effectively integrated into maternity home operations.

Recruitment and Program Support

• Partner with the AmeriCorps Recruitment and Marketing Manager throughout the recruitment and selection process.
• Participate in application review, interviews, discernment calls, and member selection activities.
• Support recruitment events, candidate communications, and onboarding efforts.
• Assist with alumni engagement and member referral initiatives.

Financial and Administrative Responsibilities

• Assist in management and monitoring of AmeriCorps program budgets.
• Track program expenditures and submit required financial documentation.
• Monitor member benefits, program-related expenses, and allocated resources.
• Coordinate purchasing and administrative support for training, retreats, and program events.
• Ensure timely completion of administrative and operational tasks assigned to the program.

Other Duties

• Participate in organizational initiatives, training, and special projects.
• Attend community events and organizational functions as needed.
• Perform other duties as assigned.

Qualifications:

• High School Diploma or GED.
• Bachelor's Degree preferred or equivalent experience.
• Excellent verbal and written communication skills.
• Strong computer skills with proficiency in Microsoft 365.
• Ability to multitask in a fast-paced environment.
• Desire to serve in a mission-driven nonprofit organization.

Work Environment:

• Primarily on site at the FSC & Maggie's Place Homes

Additional Requirements:

• Must possess or have regular access to a reliable vehicle.
• Must possess a valid Arizona driver's license and active auto insurance.
• Must successfully pass all required background checks.