Position Description and Qualifications
The Program Manager leads the planning and operations of Schoolhouse Supplies’ core programs. This position is an opportunity for an emerging nonprofit professional to make the next leap in their career with the support of a collaborative and experienced staff. The ideal candidate will have experience working in a nonprofit and working with teachers and students from economically disadvantaged neighborhoods in the Portland Metro area.
Since 1999, our mission has remained the same: to support public education by providing free school supplies to students in need. We do this because we believe that every child deserves school supplies and has the right to a quality education regardless of their family’s income or racial/ethnic identity.
Our ultimate goal is to level the playing field so every child has access to the tools that allow them to achieve academic success and feel confident. The program delivery model achieves additional goals through community engagement and by keeping supplies out of the waste stream.
More than 7 in 10 children served are enrolled in a federal nutrition program. The cost of sending a child to school with needed supplies is out of reach for many families, yet research shows that when adequately equipped, children miss fewer school days, are more attentive in class and achieve higher test scores in all academic subjects. With the community’s support, Schoolhouse Supplies has distributed $30 million in free school supplies and benefited hundreds of thousands of children.
The Schoolhouse Supplies Program Manager leads the planning, implementation, documentation, and operations of the organization’s core programs, Tools for Schools and, with the Free Store Manager, the Free Store for Teachers. The Program Manager establishes and maintains all program processes and systems, manages involvement of staff and community in achieving program goals, and tracks best practices for future program replication. This position is the primary liaison for all communication with school faculty and staff.
The Program Manager also participates in the Schoolhouse Supplies Three Year Pilot to Increase Impact, an initiative intended to grow the number of low-income children served, especially through the Tools for Schools and Free Store for Teachers programs.
Duties by Program
Tools for Schools
Tools for Schools matches organizations in the community with schools in need to provide new backpacks filled with new school supplies to support learning for every student. This year, 10,500 students received backpacks, bringing the program’s historic total to approximately 147,000 backpacks.
Position Responsibilities for this Program:
- Serve as staff liaison to schools
- Coordinate back-to-school backpack packing and giveaway events at each school based on school and sponsor schedules
- Document annual program timeline and keep program schedule on track; work with other staff to develop and monitor timeline
- Prepare and/or disseminate program-related communication to schools, sponsors and volunteers
- Assemble backpack giveaway volunteer training materials and provide in-person or other training to each school event’s lead volunteers
- Maintain accurate contact information for schools, sponsors and others related to program implementation
- Support communications and social media to meet goals for program promotion and visibility
- Understand and update school and district demographics and related statistics; assemble utilization and demographic data
- Identify and order appropriate program materials and quantities; work with schools to coordinate delivery
- Conduct program evaluation and assessment as needed (at least annually) to inform program implementation
- Participate in program analysis to inform program planning
Schoolhouse Supplies Online
Schoolhouse Supplies Online provides families at participating schools the opportunity to save time and resources by purchasing complete school supply kits online. Revenue generated from this program supports the Free Store and general operations. This program is available to all schools.
Position Responsibilities for this Program:
- Coordinate with Schoolhouse Supplies Online Program Manager as required to:
- Manage supply/materials vendor(s); solicit and review bids for program materials, order materials, and determine delivery logistics.
- Support program communication with schools and parents
Partner Purchases allow a sponsor to provide school supplies to a school not otherwise served by Schoolhouse Supplies.
Position Responsibilities for this Program:
- With other staff, identify and develop new program sponsors.
- Determine program materials, solicit and review bids for program materials, order materials, and determine delivery logistics.
Free Store for Teachers and Supply Drives
The Free Store for Teachers, Schoolhouse Supplies largest program, is the primary means by which we distribute free school supplies.
- Supply drives, community partnerships and charitable giving keep the store operating.
- Instead of price tags, there are limits on the amount of each supply a teacher can take, based on inventory levels.
- There are scheduled weeks for teachers from Portland Public Schools, Parkrose and David Douglas School Districts, specific Head Start programs and others with a “volunteer voucher” to shop.
Position Responsibilities for this Program:
- Serve as staff liaison to Free Store shoppers, schools and districts
- Prepare and disseminate communication related to Free Store operations, opportunities and changes
- Maintain accurate contact information for school liaisons, school office staff and school leadership, and district key contacts
- Understand school and district demographics and related statistics; work with Free Store for Teachers Manager to assemble utilization and demographic data on Free Store use
- Provide program delivery back-up to the Free Store for Teachers Manager to ensure staff coverage of Free Store during hours of preparation and operation, including being familiar with volunteer staff, Free Store inventory and stocking processes, front desk protocols, and donation receiving
- In partnership with the Free Store for Teachers Manager and other staff, develop annual shopping calendar, school/teacher eligibility criteria, and other program delivery parameters
- Identify key external contacts to inform outreach plans, communications strategies, and surveys to ensure that programs are effectively meeting classroom needs
- Lead program analysis to inform program growth and future planning initiatives
- Identify and develop funding opportunities
- KGW School Supply Drive:
- Serve as staff liaison with KGW and partners, maintain and prepare schedules and reports,
- Recruit and manage collection sites,
- Prepare and disseminate communications,
- Staff off-site collection events,
- Work with Free Store for Teachers Manager to schedule bins, pick-ups, deliveries and other host site logistics.
- Manage communication with and delivery of materials to other school districts; coordinate with Free Store for Teachers Manager to order materials as needed.
- Support other supply drives as needed.
General and Other Duties
- Manage periodic intern, part-time or contract support resources
- Share general office duties conducted by all staff: answer phones, greet visitors, accept product donations, etc.
- General office duties related to position: mailings, email correspondence, etc.
- Meet with sponsors, stakeholders and others as related to the position and Schoolhouse Supplies organization goals
- Other duties as assigned
Any combination of experience and training that would provide the required qualifications, knowledge, skills and abilities.
Preference will be given to candidates with experience working in a nonprofit and working with teachers and students from economically disadvantaged neighborhoods in the Portland Metro area. The ideal candidate will have experience working with faculty, staff and administrators in Multnomah County schools and/or school districts.
Must pass a criminal background check.
Language Skills: Ability to write reports, business correspondence, and explanations of processes and procedures. Ability to effectively present information and respond to questions from diverse communities of stakeholders, including individuals and groups of teachers, parents, sponsors, other stakeholders, and the general public.
Computer Skills: Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use scheduling software.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Knowledge, Skills and Abilities
Reliability: Is stable and predictable in positive job performance. Accomplishes required tasks with minimum supervision. Maintains punctual, regular and predictable attendance.
Quantity of Work: Amount of job tasks or requirements completed as assigned.
Accuracy and Quality: Correctness, precision, or exactness of job duties and projects. Pays attention to detail.
Organization, Planning, and Project Management: Accepts or initiates projects, and completes those projects in a timely and professional manner. Manages the position or function by effectively acquiring appropriate resources; prioritizing assignments; and avoiding crises. Keeps supervisor apprised of progress.
Flexibility and Adaptability: Willingness to change ideas, tactics, and behavior based on new information, contrary evidence, or change in the environment.
Level of Responsibility: Accepts and assumes responsibility for the performance or tasks that may or may not be outlined in the individual’s job description.
Initiative: Extent to which employee sees what needs to be done and does without being told, including helping other employees, departments and customers.
Performance Standards/Feedback: Informs supervisor of problems or situations both positive and negative that can be changed to improve overall performance of the individual or company.
Problem Solving: Identifies and solves job-related problems or concerns. Obtains necessary resources and information, and makes decisions that positively affect the operating goals or objectives.
Teamwork: Respectfully takes direction from supervisor and positively and professionally communicates with manager, peers and other employees to enhance the company’s working environment. Works collaboratively in a team environment with a spirit of cooperation. Resolves issues or reaches consensus in a group setting that coincide with applicable objectives.
Customer Service: Positively and professionally serves internal and external customers to exceed their expectations and to enhance the company’s service-oriented environment. Maintains a reputable and congenial atmosphere. Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with customers, coworkers, donors, volunteers, and vendors, including the ability to communicate effectively and remain calm and courteous under pressure.
Company Support: Positively committed to the company’s vision, mission, and beliefs and is striving toward attaining established goals and objectives.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Hours and Schedule
- During school holidays, the schedule is often 9:00am – 5:00pm, Monday-Friday. Weeks when the hours are different, a flexible schedule that works well for the candidate and Schoolhouse Supplies will be arranged in advance.
- Because we work with schools, corporate events, and outreach events, there are early morning, evening and weekend work hours throughout the year, especially during the week before school starts and the first week of school (two of our busiest weeks of the year!)
- Third Saturdays are group volunteer days and this position will be one of the staff in the rotation that leads those sessions.
- The Free Store for Teachers is open until 6:00pm Tuesday, Wednesday and Thursday on school days during the school year and the position is expected to work until 6:00pm most days that the Free Store is open.
Compensation and Benefits
- This is a full-time position (40 hours per week) with a salary range that starts at $37,200 and is dependent on experience.
- This position reports to the Executive Director.
- Paid time off (PTO), bereavement leave, and jury duty pay. PTO provides compensated time off for personal use and includes Oregon paid sick leave. PTO may include illness, medical appointments, personal time, or vacation. The amount of PTO earned each year increases with the length of employment and for fulltime employees accumulates to 120 hours for the first year of employment.
- Ten paid holidays.
- Access to medical, dental and vision insurance for the employee and dependents with employer-paid premiums for the employee. Choice between two medical plans.
- Access to employee-funded Flexible Spending Account and 403(b) Savings Plan.
How to Apply
- Please email a resume and letter of interest/cover letter to email@example.com and be sure to include your last name and position title in the subject line.
- The position is open until filled.
- Updated 03/19/18: We are still accepting new applications and encourage interested candidates to apply as soon as possible before 3/22/18. This will allow us to provide qualified candidates an opportunity to interview this week and next. We can’t guarantee we will continue to review applications or schedule new candidates for interviews after 3/23/18.
- We would like to fill this position as soon as possible, but are willing to negotiate a mutually agreeable start date.
EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.