Note: The job is a remote job and is open to candidates in USA. The Public Health Institute is an independent nonprofit organization dedicated to promoting health, well-being, and quality of life through public health research and innovation. The Senior Manager of Data Systems & Program Operations leads CivicSpark’s program operations, administrative systems, compliance, reporting, and process improvement. The role also supports fellow mentorship, training and professional development, recruitment, fundraising, communications, and alumni engagement.
Responsibilities
- Serve as the team lead for general program operations and administration, including the development, implementation, and continuous improvement of CivicSpark policies, processes, and workflows
- Lead the management and improvement of program systems including AirTable, Google Drive, Confluence and identification of new systems to improve workflows and program efficiency
- Lead the simplification and streamlining of administrative processes and standard operating procedures for the program
- Assist with tracking, reporting, and analyzing impact metrics and performance outcomes
- Support the Executive Director with AmeriCorps grant writing, proposal development, grant administration, and reporting activities
- Support with fundraising non-federal revenue sources for the program
- Stay updated on AmeriCorps and State Commission policies and processes and ensure program compliance
- Maintain resources that support program compliance and administration activities in the Program Guide, fellow contract, partner & fellow resources, presentation slide decks, among others
- Monitor reporting for staff and Fellows to ensure compliance with AmeriCorps State and National requirements throughout the year, including program contracting, readiness, and progress reporting
- Provide overarching support, guidance and mentorship to 100+ fellows on program requirements and deliverables
- With support from program leadership, provide direct support, guidance and mentorship on project implementation, site expectations, project and professional goal setting and deliverable completion
- Lead data collection and analysis of Fellow feedback
- Assist program leadership with developing and implementing an efficient and compliant fellow timekeeping policy and review process
- Conduct check-ins and provide individualized support to fellows to support professional development, provide mentorship and address challenges or concerns as needed
- Lead the creation and management of Fellow Leadership Project Groups
- Lead the development of fellow training materials focused on data analysis, Geographic Information Systems (GIS) and technical skill development
- Support the CivicSpark team with the design of Fellow training and professional development activities and the overall program arc and training curriculum
- Assist with developing supplemental training and professional development resources for Fellows
- Support survey analysis to measure training and event impacts and identify areas for improvement
- On a seasonal basis, support Partner and Fellow recruitment processes, including fellow interviews, in coordination with CivicSpark recruitment staff
- Participate in fundraising activities including partner and sponsorship research and proposal development
- Assist with developing a CivicSpark fundraising strategy and sustainability planning
- Assist with CivicSpark marketing and communications processes, including website updates, content development, newsletters, social media, and marketing to potential partners and Fellows
- Assist with program communications, including mailing lists, listservs, file storage and organization
- Assist with photo collection and file storage processes
- Support Alumni engagement efforts, including alumni strategy development, maintaining alumni database, supporting alumni-Fellow mentorship program, alumni panels and alumni surveys and communications
- Perform other duties as assigned
Skills
- 5 years of related work experience in program administration, system management, project management, and/or operations with increasing leadership responsibility, including at least 1 year as a manager
- 3 years of experience managing multiple tasks or projects
- Bachelor's degree in administration, operations, human resources, communications, marketing or a relevant field; or substitute with four additional years of relevant experience
- Experience with operations and administrative tasks, especially those with federal and state regulatory and compliance elements
- Experience creating and delivering training, professional development and learning opportunities for different audiences
- Experience with recruitment and human resources tasks
- Experience supervising and/or mentoring of fellows, interns and/or volunteers
- Proficiency in, or ability to learn, Google Suite, AirTable, Confluence, WordPress and other program systems
- Ability to work remotely and travel as required
- Experience in data collection and analysis
- Excellent organizational, project management and time management skills
- Ability to complete administrative tasks with attention to detail
- Experience with communications and marketing tasks
- Can effectively manage workload and competing priorities
- Have strong written and verbal communication skills
- A baseline understanding of website development and content creation
- Interest in learning about programs that build local community resilience, public health and environmental stewardship
- Be a citizen, national, or lawful permanent resident of the United States
- Ability to pass FBI, state, and NSOPW background checks required for the job
- Experience with federal funding, specifically AmeriCorps or similar service-oriented programs preferred
- Experience working in a nonprofit or service-oriented environment
Benefits
- This full-time position is fully remote
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