Position Reports to: Program Manager, OST
Hours: Full time, 40 hours per week
Salary: The salary for this role is $62,400.00, commensurate with experience. Additionally, EHTP offers a comprehensive benefits package.
FLSA Status: Non-Exempt
Who We Are
East Harlem Tutorial Program (EHTP) began in 1958 as a children's reading group and has
since grown into a multi-site after-school program for traditional public school students and a
network of public charter schools focused on significantly increasing the college graduation rate
in East Harlem. We are on track to serve at least 25% of East Harlem students by 2025, with
enrollment for this year at approximately 2200 students in our schools and after-school
programs. In 2020, 99% of our seniors were accepted to college, and our current scholars in
college are on-track to graduate at eight times the national average of their peers.
At EHTP we also aim to serve as an agent of change and thoughtfully contribute to the national
fight for racial equity. Through our organization-wide commitment to anti-racism work, we
prepare our scholars to effect change, challenge the status quo, and thrive in the world around
them. As staff members, we face our own racial identities and conscious and unconscious
biases. With this in mind, all of our professional development, curriculum, organizational
materials, and processes are designed with a goal of racial justice. Read our racial equity
statement here.
We ground all of our work in racial equity, in our core values, and in our four guiding pursuits:
the Revolutionary Pursuit of Love, the Radical Pursuit of Knowledge, the Responsive Pursuit of
Healing, and in the Relentless Pursuit of Results. These pursuits inform and are reflected in our
current four key strategic priorities: to increase high-impact, high-quality academic curriculum,
programming content, staff capacity, and coaching; to embrace and advance our use of
technology; to deepen our embodiment of ethical and equitable radical humanity; and to
efficiently operationalize teaching, learning, community, and care.
The Work and Why it Matters
As a growing out-of-school-time (OST) department, the Program Associate plays a key role in
ensuring that all data is managed securely and entered accurately for data reporting and
analytics. The role is critical to the success of the OST Programs to help us stay in compliance
with DOHMH regulations, grantor compliance like DYCD and 21CLCC, ensure smooth
operations daily, and continue to grow the OST programs to match the growing needs of East
Harlem. Lastly, the Program Associate is responsible for classroom management and lesson
plan development, specifically training and coaching program staff to create and facilitate
project-based learning, as well as coordination of the end-of-year showcases.
What Qualifies You
Please note that many do not meet 100% of the desired qualifications. If much of this describes
you, we encourage you to still apply.
- You are at least 18 years of age or older
- You have a High School Diploma or GED Equivalent (30 college credits or more college
credits or obtained Associates Degree in Data Systems, Business Administration, or a
related field)
- You have at least two years of experience in an office environment
- You have experience working with diverse populations (academic, cultural, and ethnic)
- You are committed to continuous improvement and learning through professional
development
- Knowledgeable in Non-profit Data Management tools like DYCD Connect and
EZChildTrack
- You are have experience in Google Suite (Gmail, Sheets, Doc, etc) and Microsoft Suite
(Excel, Word, etc)
- You have experience in task management and project management skills including
adherence to deadlines, budget management, and data analytics reports
- You have strong communication skills (both written and verbal)
What You Will Accomplish
Program Operations & Data Integrity
- Data System Management: Serve as the site-level expert for DYCD Connect and
EZChildTrack, as well as other assigned data platforms; execute the DYCD workscope
submission by entering all activities, assigning student rosters, and ensuring 100% data
accuracy.
- Attendance Oversight: Monitor and audit daily attendance across all site classrooms;
run weekly reports to ensure timely submission and reconcile discrepancies before they
impact funding.
- Compliance Record-Keeping: Partner with the Operations Associate to maintain
"audit-ready" student files; proactively collect missing medical paperwork and update
family contact information to meet DOHMH and organizational standards.
- Reporting & Analytics: Create and present weekly operational snapshots to Program
Manager, focusing on enrollment trends, chronic absenteeism, and site-level supply
needs.
- Family Communication & Engagement: Serve as the primary site-level liaison for
families; manage all day-to-day communications regarding program updates, student
progress, and upcoming events via email, text, and phone to ensure a high-touch,
responsive experience for the East Harlem community.
Instructional & Culture Support
- Staff Coaching & Culture: Support instructional staff (Group Leaders, Specialists, and
Consultants) in maintaining positive, youth-centered classroom environments aligned
with EHTP's program culture.
- Showcase Coordination: Assist instructional staff with Project-Based Learning (PBL)
ideation and logistics to ensure a successful end-of-trimester showcase by overseeing
lesson plan training, creation, and submission, including giving feedback.
- Transition Management: Lead the daily transition from School Day Academic
Instruction to Enrichment Programming; ensure all staff are briefed on room
assignments, updated rosters, and schedule shifts.
- Instructional Liaison & Partnership Coordination: Serve as the primary operational
link between school-day teachers, internal tutoring staff, and external consultants;
facilitate the sharing of student progress data and ensure that all tutoring interventions
are scheduled, resourced, and aligned with both school-day curriculum and
organizational goals.
- Classroom & Trip Support: Provide high-quality class coverage during staff absences
and serve as the operational lead on field trips and special experiences to ensure
student safety and ratio compliance.
Site Logistics & Safety
- Daily Meal Logistics: Manage the safe and orderly distribution of breakfast, lunch, and
snack; ensure all meal counts are documented for CACFP compliance.
- Facility Maintenance & Mail: Conduct daily mailroom checks to distribute time-sensitive
communications; maintain the site's email and Google Calendar, tracking events and
staff time-off to ensure adequate floor coverage.
- Safety Protocols: Utilize and prepare programmatic files (attendance sheets, dismissal
logs, fire drill/shelter in logs, and emergency contact binders) to ensure all safety
protocols are followed during daily operations and dismissals.
Fiscal & Administrative Assistance
- Purchasing & Expense Tracking: Facilitate the end-to-end procurement process for
site-level supplies and events; initiate all purchase requests for Program Manager
approval, track order delivery, and maintain a real-time expense log to ensure the site
remains within its monthly discretionary budget.
- Departmental Budget Support: Assist the Operations Associate with site-level budget
tracking and expense reporting; ensure all site purchases are well documented and
receipts are submitted according to the fiscal calendar.
- Licensing & Standards: Support the Operations Manager in maintaining compliance
with DYCD Connect and DOHMH standards, ensuring all site-level signage and
documentation are visible and current.
- Execute "All Other Duties" as assigned by the Program Manager or Operations Team,
including event set-up, family outreach, and specialized data projects.
Overview of The Hiring Process
- Application
- Phone Interview
- Practical Task & Final Interview
- References
- Decision
Thank you in advance for submitting an application to East Harlem Tutorial Program
