Senior Program Manager

Heart Math Tutoring Inc•Charlotte, NC

4h•Hybrid

About The Position

The Senior Program Manager in Charlotte is responsible for leading a team of Program Managers, Program Coordinators, and tutors to reach high-quality outcomes for ~1,100+ students in Charlotte. The Senior Program Manager will coach staff, provide hands-on leadership in schools, build effective relationships with school and district leaders, and oversee large-scale projects related to program implementation. The Senior Manager will work collaboratively with Heart staff across the organization to drive continuous improvement in program delivery. This position has a front-facing role with volunteers, families, and partners and inspires all to work together towards Heart’s mission. This position is based in Charlotte and reports to HMT’s Vice President of Programs. This role involves a mix of hybrid and in-person work: the Senior Program Manager will build a schedule that blends virtual meetings, remote work, in-person meetings, use of Heart’s office amenities, and consistent presence in schools in a fast-paced and dynamic organization.

Requirements

Passion for HMT’s mission with a strong belief that all students can learn and have potential to perform at or above grade level
Track record of success and positive impact in a school setting, bringing to this role education expertise and an ongoing desire to support elementary students.
Leadership experience: proven ability to build strong relationships (including across lines of diversity) and positively influence outcomes with groups of people.
Strong communicator: verbal and written communication is clear and compelling
Staff management capabilities, with exceptional organization skills and a track record of developing others
Project management experience, including ability to monitor projects requiring high attention to detail
Skilled at working with data and tracking systems- able to interpret key metrics, identify trends, and act on information to drive program health and team performance
Proven solutions-oriented, problem-solving instincts
Alignment with HMT’s core values: student-centered, growth mindset, precision and reliability, gratitude, and civic engagement.

Responsibilities

Recruit, hire, develop, support, lead, manage, and provide accountability to Charlotte Program Managers (currently 4 full-time staff), who are each responsible for managing part-time staff, school relationships, data, and program success in 4-7 school sites.
Supervise and create the schedule for part-time program support staff (1-2) who are responsible for providing extra coverage and support at school sites depending on school needs and HMT staff vacancies.
Support VP of Programs in leading weekly Program Manager Team Meetings to increase information flow and clarity, foster debate and input, and create a positive team environment.
Own Charlotte-related communications to the local program team, ensuring the team is consistently informed, aligned, and set up for success in delivering high-quality programming within a positive team culture.
Supervise high-quality outcomes across Charlotte schools, using data, observations, and constituent feedback to guide program execution and address operational challenges quickly and providing hands-on leadership to remove roadblocks.
Partner with Program Managers (PMs) on school relationships. Coach and prepare PMs for success with quarterly principal meetings and attend as needed, leveraging a deep understanding of each school’s context, partnership history, and any current challenges to ensure the conversations are productive and well-positioned.
Ensure continuity of onsite staff to deliver programming through creating and owning coverage plans for transitions/vacancies across schools and managing and scheduling program support staff (floater positions).
Collaborate with HMT Materials & Procurement Coordinator on Charlotte timelines and needs.
Leverage best practices in elementary math instruction and HMT assessments/curriculum to support staff, tutors, and students.
Learn and effectively support multiple program models – currently in-person, virtual, paid tutoring, expanded models – to enable program scale.
Ensure the Charlotte program team is using HMT program tools and templates with fidelity, including the Charlotte Program Calendar which is managed in partnership with the VP of Programs, and Salesforce, various dashboards, and observation rubrics.
Maintain accurate and up-to-date Salesforce records and overall data across the region.
Regularly report data trends, observations, and constituent feedback to VP of Programs and other teammates to contribute to continuous learning and program strategy.
Ensure all Charlotte-area programming is operating in compliance with district partnership agreements and Memorandums of Understanding. Organize and lead the school payments process, with support from PMs and the finance team.
Partner with CEO, Director of Volunteer Operations, and others to report program outcomes to Charlotte-area school district constituents and to build a full roster of schools each year.
Own other Charlotte-related program operational duties as assigned.
Create and lead local hiring plans for any open positions (Program Coordinators, Expanded Learning Program Coordinators, Program Managers, Number Concept Tutors, Program Support) on the region’s program team, from sourcing candidates to thoughtful selections, ensuring an equitable process that consistently brings strong talent into the organization in a timely fashion.
Develop 30/60/90 day plans for new hires on Program Team, setting clear expectations, building early confidence and laying the groundwork for long-term success.
Train new PMs through the HMT learning pathway, staying close during their early months, providing targeted coaching and filling gaps proactively, and building toward independence.
Ensure mid-year Program Coordinator hires are receiving the training and support they need with training plans in place and Program Managers equipped to support new staff effectively.
Coordinate and execute Charlotte program team training - maintaining the region’s training calendar; leading or organizing trainings by program position type; and ensuring logistics, spaces, materials, and resources are in place.
Use HMT’s established training resources provided by VP of Programs and others– delivering sessions with clarity and enthusiasm in line with org-wide standards and priorities, ensuring staff leave prepared and confident.
Serve as a key feedback loop to the VP of Programs on PM training needs – surfacing patterns, flagging gaps, and supporting the delivery of targeted development.
Lead large-scale program projects for the Charlotte region including organizing the logistics of completing student pre-assessments and post-assessments.
Assessment operations involve administering one-on-one, 45-minute interviews for 1,100+ students within a two-week period, completing quality checks, and transferring assessment data to appropriate systems (Salesforce).
Lead the effort to source and retain a team of ~80 staff and volunteer assessors in Charlotte, collaborate with HMT Materials & Procurement Coordinator for assessment-related supplies, and coordinate and/or lead staff and volunteer assessor trainings using Heart’s training resources.
Monitor assessments and all aspects of student enrollment both in program startup season and throughout the year. Employ effective methods of tracking assessments and enrollment data throughout the year.
Contribute to Heart’s culture of philanthropy, attracting resources (volunteers, donors) to the program to fulfill Heart’s mission.
Collaborate with Volunteer Recruitment and Tutor Operations team on aspects of programming including volunteer recruitment responsibilities of program team members; Compliance with volunteer tutor policies, safety procedures, training; data collection; volunteer support, and volunteer appreciation.
Be a strong team member, working closely with Heart staff and volunteers to maintain, develop, and improve the program.
Be a culture carrier, promoting Heart’s core values (student-centered, gratitude, precision and reliability, growth mindset, civic engagement) and a positive and inclusive culture with all HMT stakeholders.
Be strategic in your use of time, effectively managing and balancing multiple competing priorities at once to accomplish your goals with efficiency and quality.
Support the VP of Programs in selected budget oversight tasks.
Other duties as assigned.