Assistant Program Manager

5 days ago

Saanichton, Canada Keating Out-of-School Care Full time

**Job Summary**: The Assistant Program Manager for Keating Out-of-School Care is responsible for leading the HR and administrative tasks related to the operation of KOSC. The APM performs all responsibilities of the Program Manager as needed in their absence. The APM assists in providing positive leadership to members of the KOSC staff team and is responsible for assisting with all day-to-day operations of the centre. KOSC provides Before and After School Care for children in kindergarten through grade 5 inclusive and has facilities in three (3) distinct areas. Additionally, KOSC offers care on Pro-D days as well as Spring, Summer, and Winter Break Camps.

**Duties**:

- Create staff schedule in accordance with required staff-to-child ratios; distribute schedule to staff; ensure approved time-off requests, Pro-D and early dismissal days, and break camps are accurately reflected on schedule; adjust as needed for last moment absences;
- Manage recruitment, hiring, and training of all staff, including administration of Indeed account for all hiring purposes;
- Maintain all new and old staff files in adherence with the licensing protocols;
- Work in-ratio as needed in the event of staff absences, breaks or other.
- Support the Program Manager to oversee staff activity planning for After School Care program as well as Pro-D Days, Break Camps, and Summer Program, creating a fun environment that encourages exploration, active learning, and play by providing opportunities for children to interact with a variety of learning stations;
- In collaboration with the entire KOSC team, prepare the break camp calendars and Pro-D Day schedules;
- Order monthly activities supplies;
- Liaise with external organizations for indoor and outdoor activities for break camps.
- Maintain positive and professional relationships with children, parents and staff;
- Develop and maintain professional and positive relationships with families, providing regular feedback about their child’s day;
- Manage minor parent concerns, complaints, and suggestions effectively, keeping the best interests of all parties in consideration.
- Communicate with Ecole Keating Elementary school staff about children registered in After School Care who are unaccounted for at pick-up time;
- Follow documentation and reporting practices to ensure the health and safety of children and staff, as per centre policies and licensing requirements;
- Maintain children’s files and create files for new families; make children's emergency cards for new families;
- Maintain and secure proprietary and confidential information regarding children, families, staff, and KOSC at all times.
- Keep informed of individual child allergies/restrictions, medical needs, schedules, authorized pickups, etc.
- Document all accidents, illnesses, incidents, and administered medications on the required forms immediately after occurrence;
- Keep notes, observations, etc. on individual children on required forms to develop individualized behavior and academic supports for children;
- Follow child tracking and search procedures;
- Report suspected incidents of abuse and neglect as required by law.
- Assist in executing the annual Family Fun Night event at KOSC.

**Supervisory Responsibilities**:

- With the Program Manager, lead a dynamic staff team of 30+ individuals;
- Model and promote professionalism, team work, and collaboration amongst KOSC leaders;
- Promotes open communication and teamwork with all staff through personal example and use of positive employee relations techniques;
- Connect with staff daily to review the day’s operations, discuss any children as needed, and collaborate on programming ideas;
- Provide coaching, mentoring, performance management and guidance to staff as needed;
- Complete and conduct employee appraisals: probationary (after 3 months of service), and in advance of every STEP in pay, and annually after the top STEP has been achieved;
- Document staff performance and provide feedback in collaboration with the program manager;
- Organize staff team-building events;
- Mentor new staff in ratio to ensure proper training and guidance; conduct bi-weekly new staff check-ins to ensure effective transitioning into the program;
- Conduct weekly meetings with morning and afternoon supervisors about the program, staff, or children’s concerns; discuss necessary steps in consultation with the Program Manager;
- Assist staff every day during program hours, but not restricted to bus line-ups, after-school pick-ups, transitions between activities, outdoor play, and during child incidents.
- Ensure leaders maintain a clean, organized, and sanitary indoor and outdoor environments by performing daily cleaning duties. These duties may include washing dishes, cleaning restrooms, mopping/vacuuming floors, sanitizing surfaces, taking trash out, etc.

**Working Conditions**: This location of this position is primarily on and around Ecole Keating Elementary (6843 Central Saanich R

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