Program Director Job Description

Job Purpose:

The Program Director oversees the coordination and administration of all aspects of location operations including organizing, staffing, leading, and controlling location activities.

Primary Duties and Responsibilities:

Plan the program

  • Plan the delivery of the overall program and its activities in accordance with the mission and the goals of the organization
  • Develop new initiatives to support the strategic direction of the organization
  • Develop and implement long-term goals and objectives to achieve the successful outcome of the assigned location
  • Develop an annual budget and operating plan to support assigned location
  • Develop a program evaluation framework to assess the strengths of assigned location and to identify areas for improvement
  • Develop funding proposals for assigned location to ensure the continuous delivery of services and new opportunities

Organize the program

  • Ensure that location activities operate within the policies and procedures of the organization
  • Ensure that location activities comply with all relevant legislation and professional standards
  • Develop forms and records to document location activities
  • Oversee the collection and maintenance of records on the members and staff of assigned location for statistical purposes according to the confidentiality/privacy policy of the organization

Staff the program

  • In consultation with the Executive Director, recruit, interview and select well-qualified program staff
  • Implement the human resources policies, procedures and practices of the organization
  • Ensure that personnel files for assigned location are properly maintained and kept confidential
  • Establish and implement a performance management process for all location staff
  • Engage volunteers for appropriate location activities (e.g. community outreach, tournaments, etc)  using established volunteer management practices
  • Ensure that all program staff receive an appropriate orientation to the organization and it’s culture

Lead the program

  • Ensure all staff members receive orientation and appropriate training in accordance with organizational standards
  • Supervise location staff by providing direction, input and feedback
  • Liaise with other directors to ensure the effective and efficient program delivery
  • Coordinate the delivery of services among different program activities to increase effectiveness and efficiency

Control the program

  • Write reports on assigned location for supervisors and for cost center 
  • Communicate with funders as outlined in funding agreements
  • Ensure that the location operates within the approved budget
  • Monitor and approve all budgeted program expenditures
  • Monitor cash flow projections and report actual cash flow and variance to supervisor on a regular basis (monthly)
  • Manage all location funds according to established accounting policies and procedures
  • Ensure that all financial records for the location are up to date
  • Ensure financial reports and supporting documentation for cost center are prepared as outlined in funding agreements
  • Provide required information to have invoices generated and submitted to cost center according to the established timelines
  • Identify and evaluate the risks associated with location activities and take appropriate action to control the risks
  • Monitor the location activities on a regular basis and conduct a quarterly and annual evaluation according to the location evaluation framework
  • Report evaluation findings to the Executive Leadership and recommend changes to enhance the location and its program, as appropriate

Qualifications:

Education

  • University degree in a related subject

Professional designation

  • None

Knowledge, skills and abilities

  • Knowledge of program management
  • Knowledge of member/staff groups and/or issues related to the program area

Proficiency in the use of computers for:

  • Word processing
  • Simple accounting
  • Databases
  • Spreadsheets
  • Powerpoint
  • E-mail
  • Internet

Personal characteristics

The Program Manager should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
  • Focus on Member/Staff Needs: Anticipate, understand, and respond to the needs of internal and external persons to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Lead: Positively influence others to achieve results that are in the best interest of the organization.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Working Conditions

  • Program Directors usually work in an office environment but the mission of the organization may sometimes take them to non-standard workplaces.
  • Program Directors work a 6 day work week and may be asked to work evenings and weekends to monitor program activities.

Benefits:

  • ½ Select Group Insurance
  • 20 days/yr PTO - *minus holidays

*All non-sick day PTO must have a minimum of two weeks notice using organization PTO request form