POSITION OVERVIEW

The AmeriCorps Program Manager is responsible for the successful day-to-day administration, compliance, and continuous improvement of Great Oaks Legacy Charter School’s AmeriCorps program. The Program Manager ensures that AmeriCorps Fellows are well prepared, supported, and held accountable to deliver high-quality tutorial services while completing all service-hour, performance, documentation, and grant requirements.

Reporting to the Director of Tutorial, this role serves as the central point of coordination among Fellows, site supervisors and campus leaders, Tutorial leadership, Finance, and People and Talent. The Program Manager owns program systems—including OnCorps administration, member files, enrollment and exit processes, performance-measure tracking, and reporting calendars—and works cross-functionally to maintain full grant compliance.

ESSENTIAL DUTIES & RESPONSIBILITIES

Program Leadership & Operations

• Manage the daily operation of the AmeriCorps program across assigned service sites and ensure consistent implementation of the approved grant, member position descriptions, and GOLCS tutorial model.
• Create and maintain a year-long program calendar covering recruitment, onboarding, training, member evaluations, site visits, timesheet deadlines, performance reporting, fiscal milestones, and enrollment and exit requirements.
• Establish clear roles, communication routines, and documentation expectations for Fellows, site supervisors, and campus leaders; conduct frequent check-ins and respond promptly to concerns.
• Visit campus sites regularly to monitor program quality, reinforce AmeriCorps requirements, strengthen relationships, and resolve operational barriers.
• Continuously evaluate program effectiveness and efficiency using Fellow, site, student, and performance-measure data; recommend and implement improvements.
• Maintain current knowledge of AmeriCorps rules, grant terms, prohibited activities, performance measures, and guidance from the State Commission and other grant partners.
• Coordinate the distribution, tracking, and replenishment of program supplies and materials for AmeriCorps Fellows and elementary school service sites, ensuring tutors and school teams have the resources needed to effectively deliver tutorial services.
• Support Fellow housing operations by coordinating housing-related logistics, serving as a point of contact for housing needs and concerns, and working with Fellows and appropriate internal or external partners to address and resolve issues as they arise.

Fellow Management, Performance & Retention

• Set clear expectations for Fellow attendance, service hours, professional conduct, tutorial quality, performance measures, and compliance responsibilities.
• Monitor Fellow progress toward required service hours and program performance standards; identify risks early and develop timely corrective or support plans with the appropriate site supervisor and the Director of Tutorial.
• Ensure Fellows submit complete, accurate, and timely timesheets in OnCorps; review and follow up on missing, late, inconsistent, or unapproved entries before payroll and reporting deadlines.
• Coordinate and document mid-year and end-of-year Fellow evaluations, regular performance feedback, recognition, and corrective action in partnership with site supervisors and Tutorial leadership.
• Meet regularly with Fellows individually and as a cohort to address progress, challenges, professional development goals, retention, and connection to the broader purpose of AmeriCorps service.
• Maintain clear protocols for lateness, absences, anticipated leave, disciplinary matters, and service-hour recovery; confirm significant performance and compliance conversations in writing.
• Ensure Fellows understand and comply with prohibited-activity restrictions, timekeeping requirements, service expectations, and the connection between their work and the grant’s performance measures.

Tutorial Quality & Professional Development

• Partner with the Director of Tutorial and campus leaders to ensure tutorial schedules, staffing, content, and student supports are well planned and implemented effectively.
• Analyze student growth and achievement data with Tutorial and school leaders to determine whether services are meeting student needs and to identify appropriate adjustments.
• Observe Fellows delivering tutorial services and provide timely, actionable feedback grounded in instructional expectations and student data.
• Plan and facilitate AmeriCorps orientation and ongoing professional development, including AmeriCorps 101, OnCorps, prohibited activities, member responsibilities, professionalism, tutorial practices, and performance measures.
• Ensure Fellows and site supervisors have current manuals, tools, training, and resources required for successful service and compliant program administration.
• Coordinate appropriate secondary service duties that align with approved member position descriptions, grant requirements, and student needs.

Grant Compliance, Records & Reporting

• Serve as the primary program owner for OnCorps, ensuring accurate and timely timesheets, approvals, member data, performance documentation, and required program records.
• Manage compliant Fellow enrollment, suspension, reinstatement, and exit processes in the applicable AmeriCorps systems, including eGrants, and ensure at least one trained backup staff member has appropriate access.
• Maintain complete, organized, audit-ready electronic and/or paper member files using required checklists; conduct monthly file reviews and promptly correct missing or inconsistent documentation.
• Track grant performance measures and source documentation, validate data quality, and prepare accurate programmatic reports by all internal, quarterly, and grant-established deadlines.
• Maintain a reporting log or dashboard that documents submissions, supporting evidence, follow-up items, responsible parties, and completion status.
• Coordinate monitoring visits, audits, and requests from the State Commission or other grant partners; promptly escalate potential compliance risks to the Director of Tutorial and appropriate executive leaders.

Cross-Functional Finance & People Partnership

• Work closely with the Managing Director of Finance to ensure all quarterly financial and program reporting milestones are met accurately and on time.
• Provide Finance with timely, complete program documentation needed to support allowable costs, reimbursement requests, and grant reporting.
• Partner with the Managing Director of Finance to confirm that grant expenses and reimbursements are accurately recorded and reconciled in Sage on schedule; investigate and resolve discrepancies promptly.
• Develop a working command of the AmeriCorps grant budget, allowable-cost requirements, and the relationship between program activity, documentation, and reimbursement.
• Interface with the Chief People and Talent Officer and Human Resources team to ensure recruitment, selection, onboarding, background checks, personnel actions, leave, disciplinary processes, member records, and exits fully comply with grant and organizational requirements.
• Immediately elevate personnel, fiscal, or programmatic issues that could place Fellows, students, GOLCS, or the grant at risk.

Recruitment, Selection & Onboarding

• Partner with the People and Talent team to plan early, ongoing, and well-documented recruitment efforts that build a strong and diverse Fellow pipeline.
• Support a rigorous, multi-step selection process by screening applicants, conducting interviews, reviewing work products, documenting evaluations, and coordinating site-level fit conversations.
• Provide accepted candidates with timely information and ensure all pre-service requirements are completed before service begins.
• Lead a thorough orientation and onboarding process that prepares Fellows and site supervisors for program expectations, tutorial responsibilities, compliance requirements, and successful service.

CORE DELIVERABLES & INDICATORS OF SUCCESS

• Fellows submit accurate, approved OnCorps timesheets by established deadlines and remain on pace to complete required service hours.
• Member files and AmeriCorps systems are complete, current, consistent, and audit-ready.
• Required quarterly program and fiscal reports are supported by accurate source documentation and submitted on time.
• Grant reimbursements and related expenses are reconciled accurately and on schedule in Sage in partnership with Finance.
• Fellows meet established performance standards and receive timely feedback, evaluations, professional development, and intervention when needed.
• AmeriCorps performance measures are tracked reliably, and program data is used to improve tutoring quality and outcomes.
• Personnel procedures and member actions are completed in full compliance with AmeriCorps requirements and GOLCS policies.

QUALIFICATIONS

Required

• Bachelor’s degree.
• At least two years of relevant experience in program management, education, national service, youth development, nonprofit operations, compliance, or a related field.
• Demonstrated ability to manage complex projects, recurring deadlines, detailed records, and multiple stakeholders with strong follow-through.
• Experience coaching, supporting, or managing the performance of young professionals or service members.
• Strong analytical skills and the ability to use program and student data to identify risks, solve problems, and improve outcomes.
• Excellent written and verbal communication skills, sound judgment, and the ability to provide clear, firm, and constructive feedback.
• High attention to detail and the discretion required to manage sensitive personnel, fiscal, and compliance information.
• Commitment to GOLCS’s mission and belief in the ability of every student to succeed.

Preferred

• Prior AmeriCorps service or experience administering an AmeriCorps, City Year, Teach For America, or comparable service program.