Special Projects Director

Application Instructions

• Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.
• Active City Year Staff members must login to Workday to apply internally.

Position Details:

• Compensation for this position is in the $70,000 to $75,000 range.
• The anticipated start for this position is August 5, 2024.
• This position is hybrid: At least 3 days/week in-person in the Philadelphia office or schoolhouse for in-person support.

Managed by the Executive Director (ED), the Special Projects Director (SPD) directs the City Year Philadelphia (CYP) Executive Office activities by managing the calendar, preparing for, participating in, providing follow up for and advancing internal and external activities led by the Executive Director (ED) of CYP. To be successful in the role, the SPD role is required to provide exceptional strategic, project management and administrative support to the ED and be comfortable working both collaboratively and independently in a fast-paced environment. Among the SPD responsibilities are leading the implementation, revisions, and progress monitoring of the site’s Site Advancement/Implementation Plan, including the Impact Program elements of the Enterprise Strategic Plan (ESP); daily operations of the Executive Office, supporting CYP’s Site Board and Committee meetings, overseeing CYP Leadership Team Meetings coordinating staff meetings and staff engagement activities, and other projects deemed essential by the ED to support site advancement. The SPD must collaborate with staff members across all departments at the Site and City Year Headquarters, particularly including the CYP Executive Leadership Team, the Site Leadership Team, Board members and their assistants.

Executive Office Oversight and Support – 35%

• Serve as a thought partner and trusted advisor to the ED, maintaining confidentiality
• Partner on the time and activities of the ED’s schedule by determining delegation of participation in meetings, events, and projects to advance key site priorities, operating goals, and other initiatives
• Prepare accurate, timely, and coordinated internal correspondence on behalf of the ED
• Anticipate the needs of the ED and provide the necessary resources to engage in all meetings fully
• Build familiarity with City Year and Site policies, procedures, and processes to advise and inform the ED’s discussions, problem-solving, and decision-making
• Lead annual process each fiscal year to align Impact Department, Development Department, People & Operations Department, and Executive Office Annual Cycles, as well as Site-wide events into a Site-wide calendar
• Manage the budget for the Executive Office
• Own Executive Office folders in City Year’s SharePoint-based file management system and Microsoft Teams
• Manage Executive Office special projects, including, but not limited to:
• Annual school visits at the beginning of each school year
• Board Member gifting
• ED external organization associations
• Conferences, meetings, or gatherings hosted by the ED

Site Leadership, Project Management, & Staff Engagement – 35%

• Schedule, design, and coordinate all planning for Executive Leadership Team (ELT) and Site Leadership Team (SLT) meetings and retreats
• Serves as a member of the Site Leadership Team (SLT), providing consultation to Site-wide policies, practices, and projects
• Form productive and collaborative internal relationships with staff and board members, with particular focus on the ELT, SLT, and Site Board members
• Coordinate the planning, implementation, and progress monitoring for the annual goal setting process and Site Advancement/Implementation Plan
• Help strategic ideas take root and provide early facilitation until a more formal project is established
• Provide support to leadership team members and their teams
• Lead the planning of staff sessions and staff retreats with support from the Director, People Experience
• Plan events and activities to celebrate and appreciate staff members, such as holiday gatherings, celebrations, seasonal initiatives; coordinate staff gifting
• Create and execute communications for staff through staff newsletters or other formats
• Execute project management at the request of the ED to oversee projects that call for collaboration with the EO
• Support staff engagement on behalf of the ED (welcoming new hires, recognizing staff anniversaries and birthdays, etc.)
• Assist the ED with rollout and initial implementation of new policies to ensure all goals and objectives are met

Board Operations Project Management – 25%

• Coordinate all Board Meeting and Board Retreat logistics
• Create agenda and record minutes in Board Meetings, Nominating and Governance Committee Meetings, and bi-weekly check-ins with ED and Board Chair/Vice Chair
• Serve as the liaison/staff support to the Nominating and Governance Committee for scheduling meetings and gathering key information and support the ED with other committee engagement as needed
• Report on Board Member financial and in-kind contributions to the Site
• Support the Nominating and Governance Committee in Board recruitment and onboarding strategy and processes
• Schedule and support the preparation and facilitation of Executive Board Meetings in partnership with the ED and Board Chair
• Provide support to ELT members with the Board Committees they staff, upon request
• Update Board Member Microsoft Teams Page to reflect current recruitment and onboarding materials
• Coordinate the creation and editorial review of the Site Board Memos and other meeting materials and communications
• Create and update a site dashboard on key metrics that is shared monthly with Board Members between quarterly meetings
• Point of contact on logistical administrative items for Board Members and their assistants

Organizational Initiatives & Site Support – 5%

• Serve as a member of the City Year Site Leadership Team, providing strategic insight into site priorities
• Partner with City Year Philadelphia’s departments and staff to ensure that site-wide goals are met, including, but not limited to, the AmeriCorps member applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees
• Participate in relevant network-wide meetings and calls; provide insight, feedback, and collective problem solving
• Engage in structured discussion and training on diversity, inclusivity, belonging, and equity aimed at developing stronger cultural proficiency, both individually and collectively as a Site
• Participate in staff engagement and staff professional development sessions to maximize relationship development among staff and building alignment with City Year organizational best practices
• Attend internal and external engagement and training activities throughout the year
• Additional responsibilities as needed, including department or site-wide special projects

What You’ll Bring:

We know that hardly anyone ‘checks ALL the boxes’ on job requirements, and that’s okay! If many of the items listed below describe you and your experiences, we’re excited to talk with you and encourage you to apply.

We’d like to get to know the person behind the resume. Please submit a thoughtful cover letter (1 page is just fine) that explains how your skills, knowledge, and experiences are assets to this position and the team.

Skills, Knowledge, and Experiences:

• 4+ years of relevant professional experience (preferably in non-profit, social services, or educational settings)
• Bachelor’s Degree or 2 additional years of experience
• Strong ability/initiative to work independently and collaborate with folks with diverse needs, expectations, and perspectives, including those not in direct line of authority
• Proven project management skills; ability to deliver strong, measurable results
• Effective systems builder and developer of process and protocols, ability to socialize tools for department and site
• Track record of anticipating challenges, securing resources to meet needs, linking decisions to their potential benefits and consequences, and seeking guidance and input through the planning or change process
• Experience with building and maintaining external partnerships
• Proficiency with Microsoft Office platforms required; experience using SharePoint and Salesforce preferred
• Efficient time management skills; ability to manage multiple highly detailed projects and tasks simultaneously
• Ability to excel in an energetic, entrepreneurial, and rapidly changing workplace
• Awareness of, commitment to, and experience with promising workplace practices grounded in diversity, belonging, inclusion, and equity (DBIE)
• Ability to approach problems comprehensively in order see patterns, anticipate consequences, and develop innovative solutions

Attitude Essentials:

• Enthusiasm for and commitment to excellent customer service
• Growth mindset when problem-solving and strengthening existing or building new systems
• Attention to details
• Commitment to teamwork
• High emotional intelligence and good judgement, particularly in circumstances that require discretion and confidentiality
• Energized by working with diverse teams and stakeholder groups committed to expanding educational opportunity in Philadelphia and advancing social justice
• Passion for people, education, and youth development