Program Implementation Manager Jobs in Philadelphia, PA

Program Assistant School-Based Mental Health Grant

Department: Special Services, Student Support, & Wellness 

Position Summary

The Camden City School District is seeking a highly organized and detail-oriented Full-Time Program Assistant to support the implementation, coordination, documentation, and administrative functions associated with the U.S. Department of Education School-Based Mental Health (SBMH) Grant.

Under the direction of the SBMH Grant Project Manager, the Program Assistant will provide day-to-day administrative and programmatic support to ensure grant activities are organized, documented, communicated, and implemented in accordance with the approved grant application, District procedures, and applicable U.S. Department of Education requirements.

The Program Assistant will work collaboratively with school administrators, counselors, mental health professionals, community partners, District departments, and grant personnel to support the successful implementation of school-based mental health initiatives. The position will assist with scheduling, communications, data collection, records management, meeting coordination, professional development logistics, purchasing documentation, and other grant-related activities

Required Qualifications

• High school diploma or equivalent required;
• Previous experience providing administrative, program, school, nonprofit, grant, or project support preferred.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated ability to manage multiple tasks, priorities, and deadlines.
• Proficiency with Microsoft Office Suite, Google Workspace, spreadsheets, email, and other standard office technology.
• Ability to maintain accurate records and handle confidential information appropriately.
• Ability to work collaboratively with administrators, educators, mental health professionals, community partners, students, and families.
• Strong attention to detail and follow-through.Ability to work independently while also functioning effectively as part of a team.

Preferred Qualifications

• Experience working in a public school district or educational setting.
• Associate or bachelor's degree in education, social services, business administration, public administration, human services, or a related field.
• Experience with school-based mental health, student support services, counseling, behavioral health, social-emotional learning, or related programs.
• Experience coordinating professional development, meetings, events, or community partnerships.
• Experience with data collection, spreadsheets, reporting, and program documentation.
• Bilingual

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to maintain accurate and confidential records.
• Ability to prioritize work and meet established deadlines.
• Ability to communicate professionally with diverse stakeholders.
• Strong attention to detail.
• Ability to prepare professional correspondence, spreadsheets, reports, presentations, and other documents.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to work effectively in a fast-paced educational environment.
• Commitment to supporting student mental health, wellness, and academic success.

Essential Duties and Responsibilities

The Program Assistant will:

Grant Program Support

• Assist with the day-to-day coordination and implementation of activities funded through the School-Based Mental Health Grant.
• Support the Grant Project Director in carrying out approved grant objectives, activities, timelines, and deliverables.
• Maintain organized records related to grant activities, expenditures, participation, meetings, professional development, and program implementation.
• Assist in monitoring grant activity timelines and communicate upcoming deadlines to appropriate staff.
• Support the preparation of documentation necessary to demonstrate progress toward grant goals and objectives.

Administrative Coordination

• Provide administrative support to the SBMH Grant Project Director and grant team.
• Coordinate meetings, workshops, trainings, professional development sessions, and other grant-related activities.
• Prepare agendas, sign-in sheets, meeting materials, correspondence, and follow-up documentation.
• Maintain calendars and schedules related to grant activities.
• Assist with communication between District staff, school-based personnel, contracted providers, community partners, and other stakeholders.

Data Collection and Documentation

• Assist with collecting, organizing, tracking, and maintaining grant-related data.
• Maintain accurate participation records, attendance documentation, training records, surveys, and other supporting documentation.
• Assist with compiling information needed for grant progress reports and program evaluation.
• Support the Grant Project Director in organizing data and documentation demonstrating implementation and outcomes.
• Ensure records are maintained in an organized manner and readily available for monitoring, auditing, and reporting purposes.

Professional Development and Training Support

• Assist with scheduling and coordinating professional development opportunities related to school-based mental health.
• Communicate training information and registration requirements to participating staff
• Maintain attendance and participation records for grant-funded trainings.
• Assist with preparation of training materials, evaluations, certificates, and follow-up documentation.
• Support logistics associated with workshops, presentations, conferences, and other professional learning opportunities.

Purchasing and Fiscal Documentation Support

• Assist with organizing documentation related to grant-funded purchases, services, supplies, and activities.
• Maintain records including purchase requests, invoices, receipts, contracts, attendance records, and other supporting documentation as directed.
• Coordinate with appropriate District departments to assist with the timely processing of grant-related purchases and services
• Assist with tracking grant-funded supplies, materials, equipment, and other resources
• Support the Grant Project Director in maintaining documentation necessary to demonstrate that expenditures align with approved grant activities.

Communication and Outreach

• Draft and distribute routine grant-related communications under the direction of the Grant Project Director.
• Assist with communicating program information to school staff, students, families, and community partners when appropriate, including translation and communication in Spanish.
• Support outreach and engagement activities associated with school-based mental health initiatives.
• Assist in developing informational materials, flyers, presentations, newsletters, and other program communications.

School-Based Mental Health Program Support

• Assist with the coordination of grant-funded school-based mental health activities and initiatives.
• Support communication and coordination among school-based mental health staff, counselors, administrators, and community-based providers.
• Assist with logistics for student and staff wellness initiatives, mental health awareness activities, prevention programming, and related grant activities.
• Support the implementation of activities designed to strengthen school-based mental health services and systems of support.

Compliance and Grant Monitoring Support

• Maintain organized grant files and supporting documentation in accordance with District procedures and grant requirements.
• Assist with preparing documentation for internal reviews, grant monitoring, audits, and other compliance activities.
• Follow District policies, procedures, and applicable federal, state, and local requirements.
• Protect confidential student, staff, and program information in accordance with applicable laws and District policies.
• Immediately communicate potential compliance concerns or missing documentation to the Grant Project Director.

Technology and Record Management

• Maintain electronic and paper files related to grant activities.
• Utilize District-approved systems and technology platforms to organize and track information.
• Create spreadsheets, tracking documents, forms, presentations, and other materials necessary for program administration.
• Maintain accurate databases and tracking systems as assigned.

Other Duties

• Assist with special projects and initiatives related to the School-Based Mental Health Grant.
• Attend meetings and participate in professional development as required.
• Perform other related duties as assigned by the Grant Project Director or appropriate District administrator.

Work Schedule and Conditions

• Full-time position.
• Position is temporary and contingent upon the availability and continuation of U.S. Department of Education School-Based Mental Health Grant funding.
• Employment is subject to the terms, conditions, and duration of the grant award.
• Position may require occasional evening or extended hours to support grant-funded meetings, professional development, events, or activities.
• Work may occur at District schools, administrative offices, and other locations associated with grant-funded activities.

Reports To: Director of Counseling, Scheduling, and School-Based Youth Services

Employment Status: Full-Time, Temporary 

Position Duration: Temporary and contingent upon the availability and continuation of grant funding

Salary: Starting Minimum Salary: $65,000.00 

             Starting Maximum Salary: $85,000.00

Physical Demands:

The following physical demands are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee must be able to:

• Sit, stand, walk, speak, and hear for extended periods for various tasks.
• Use hands and arms to reach, handle, and operate tools, computers, or controls.
• Lift and carry items necessary for job performance.
• Use close, color, peripheral, and depth vision, and adjust focus as needed.

Environmental Demands:

The following environmental conditions are representative of those an employee may encounter while performing the essential functions of this position.

• Possible exposure to a range of childhood and adult illnesses.
• Occasional exposure to varying weather conditions.
• Work performed in heated, air-conditioned, ventilated facilities.
• Moderate to high at times, noise level especially during school hours, assemblies or events.
• Frequent interruptions from calls, walk-ins and urgent requests.
• Possible exposure to cleaning agents, instructional materials, and equipment-related chemicals.

Terms of Employment

Twelve-month position. Salary, benefits, and conditions of employment shall be in accordance with Board policy and applicable agreements. 

Evaluation

Performance shall be evaluated annually in accordance with Board policy, administrative regulations, and district leadership procedures.

Residency Requirement

Under New Jersey's "New Jersey First Act" (N.J.S.A. 52:14-7), all employees of New Jersey public school districts must maintain bona fide New Jersey residency as a condition of employment. Candidates must already reside in New Jersey or establish residency within the required timeframe after hire. Current employees who were hired on or before September 1, 2011 are exempt from this requirement and may continue to reside outside the state. In limited circumstances, applicants may request a residency waiver through the state's Employee Residency Review Committee if they can demonstrate critical need or hardship; approval is not guaranteed.

THE CAMDEN CITY SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER 

(Pending availability of funds and Superintendent's approval)