Program Operations Associate: Early Family Foundations & Parent Program

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 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 supported by a growing coalition of philanthropic partners, building on the generous support of the Chan Zuckerberg Initiative.

Our approach has three defining characteristics:

• We start early. We start working with children as young as 12 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 400 children and their families through our Early Family Foundations program, parent wellness program, full-day preschool, and elementary/middle school, which will grow through eighth grade. In 2021, we opened our second site in the East Bay.

ABOUT OUR EAST PALO ALTO SITE

We are continuing to grow our East Palo Alto site and are excited to launch 7th grade for our 2024-2025 school year. In our school program, we currently serve over 400 students across two preschool grades (3 and 4 year olds) and kindergarten through sixth grade. Integrated into our program are the other core components of our model including our parent program - partnering closely with parents throughout their child's development and providing wellness programming for caregivers; our Early Family Foundations program - coordinating early developmental screenings and intervention services; and our medical home partnerships - working with existing health care providers in the community to coordinate care for children.

ABOUT THE ROLE

The Parent Program and Early family Foundations Operations Associate is responsible for the smooth and effective functioning of day-to-day operations and administration of the Early family Foundations and Parent Program. This position will take on a variety of operational responsibilities including owning the management of the Early family Foundations and Parent Program office spaces, parent communication, facilities, food and materials procurement. The Early family Foundations & Parent Program Operations Associate will play a critical role in the managing of systems and structures that will allow the coaching and Early family Foundations program to "hum" and enable coaches, Early family Foundations staff, and program leaders to remain focused on family wellness. This role reports to the Director of Operations and will be a part of the Operations team. This position follows a year-round calendar.

Job Type: Full-time

Work Location: In-person

RESPONSIBILITIES

• Tend to all urgent incoming requests from TPS staff and occasionally parents as needed.

• Perform administrative tasks in support of the Early family Foundations and Parent Program (including but not limited to: producing letters, and translating parent-facing documents, ongoing coordination and organizing of resources for program).

• Coordinating and scheduling programming and meetings

• Create written protocols for day to day program operations.

• Represent Parent Program and Early family Foundations in school-wide Operations team meetings.

• Support in the planning, preparation 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 Early family Foundations program staff.

• Organize and coordinate supplies and materials, and manage ongoing purchasing needs.

• Build partnership with key vendors for 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 facilities-related needs, including scheduling/meeting vendors and handling after-hours facilities emergencies.

• Manage, record and report on family data in partnership with coaches,EFF, school and TPS staff

• Provide logistical and technological support for the administration of parent surveys.

• Serve as IT contact for Early family Foundations 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.

• Ability to work independently and efficiently

• Ability to collaborate and work strongly within a multidisciplinary team environment

• Ability to work evenings and occasional weekend

• Participate in Parent Program & Early family Foundations meetings to cultivate further understanding of the work, and as required to support staff and colleagues to execute the work related to programming.

• Participate in meetings with School Operations Team to foster integration

• Organize and communicate all the details of projects and specific assignments to team members and serve as a liaison between those team members, project managers and stakeholders.

• Coordinate onboarding for employees

• Report project outcomes and/or risks to the appropriate management channels as needed-escalating issues as necessary based on project work plans

• Act as a point of communication between company teams and external resources

• Analyze project progress and, when necessary, adapt scope, timelines, and costs to achieve maximum benefit

• Facilitate K-8 Student Registration

• Assist in managing student enrollment procedures for our California State Preschool Program to ensure adherence to state regulations and requirements.

• Cover Front Desk Duties on an as needed basis

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

Annual salary range begins at $66,560-$71,000; compensation is commensurate with qualifications and experience, plus excellent health benefits (medical, dental, and vision), 401k retirement plan, flexible spending account (FSA), dependent care FSA, and generous paid time off, including a competitive paid parental leave benefit. TPS will cover 93% of the total premium cost for individual team members in our HMO and PPO plans, and 95% for individual team members in our HDHP plan. TPS also covers 50% of enrolled partners and/or dependents' costs on all three of our medical plans (HMO,PPO, HDHP). Please note that in order to be considered for this position, you must be legally authorized to work in the U.S. We are unable to offer sponsorship.

To ensure fair and equitable compensation for all of our employees, The Primary School has a no-negotiation policy on all offers extended. Final offers are determined using role descriptions, job market data, internal parity, and semi-annual benchmarking. Our goal is that this policy, paired with ongoing transparency in our compensation process, will make TPS a more fair, inclusive, and diverse workplace.

HOW TO APPLY

TPS values diversity (please see our commitment to DEI); people of all backgrounds are encouraged to apply. Please complete the online application and submit your most recent resume. These short-answer questions are designed to replace a cover letter, so take your time with them and copy in your answers from a separate document. If you feel that the questions do not accurately capture what you have to offer The Primary School, you are also welcome to attach a cover letter. Applications are being reviewed on a rolling basis so we encourage you to submit yours soon. We look forward to reading 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 organization 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.