ST. PAUL YOUTH SERVICES (SPYS) 

 

Position Opening: Youth Programs & Resource Development Plan Manager 

Position Summary: Provide support including administrative, logistical, communications, reporting, and information management assistance to the executive director and program and operations teams. This position ensures smooth, safer, and sound program delivery and office operations to advance the mission of St. Paul Youth Services. 

Position Status: Full time, benefits eligible. 

Compensation: $52,000-$60,000 annualized based on experience and demonstrated expertise. 

Hours: 40 hours/week; Mondays – Fridays during school hours, with evening and weekend hours based on programming.

Reports to: Executive Director 

Posting date: Dec 6, 2024

Close date: Open until filled 

 

YOUTH PROGRAM MANAGER DUTIES 

Diversion Program Assistant 

  • Responsible for recording initial information regarding Diversion referrals, (i.e. database management, correspondence, etc.)   

  • Coordinate Diversion Groups (letters to Clients/ class registration/reminder letters) 

  • Responsible for Diversion correspondence referrals regarding seconds/third follow up letters. 

  • Responsible for recording data and producing reports for program internal and external use. 

  • Coordinate professional development logistics. 

  • Duties as assigned to align with program needs. 

 

Behavior Intervention Program (BIP) Assistant 

  • Collaborate with BIP Supervisor to plan BIP Gear-Up (internal orientation & training) 

  • Responsible for recording data and producing reports for program internal and external use. 

  • Coordinate professional development logistics. 

  • Duties as assigned to align with program needs. 

 

YouthPower Leadership Institute  

  • Coordinate logistics (meetings, transportation, stipends, etc.) with youth leaders and their parent/guardian.  

  • Work with Management Team to manage compensation process for youth leaders (required documentation, generate invoices, distribute stipends, etc.). 

  • Coordinate session packet (Registration Form, Code of Conduct, Information Packet, etc.) based on program templates 

  • Duties as assigned to align with program needs. 

 

EXTERNAL RELATIONS MANAGER DUTIES 

Facilities & Vendor Management 

  • Maintain a welcoming reception area for board, staff, clients and visitor. 

  • Manage and update phone system based on needs of organization. 

  • Distribute incoming and process outgoing mail and deliveries. 

  • Maintain and update contact information for all employees and consultants. 

  • Maintain a copy of the Employee Handbook, Payroll Schedule, and other materials for staff reference. 

  • Manage facilities and coordinate with vendors per policy. 

  • Purchase supplies and organize and submit supply receipts for payment processing.  

  • Maintain an inventory of supplies, technology equipment and informational & promotional materials 

  • Develop and maintain directory of vendors.  

  • Facility recommendations to ensure safety, upkeep, and communication. 

  • Facility tours for rental/lease opportunities.  

 

Internal & External Events Management 

  • Manage inventory of and create check out process for staff to use display materials at onsite and/or off-site events. 

  • Maintain organization-wide calendar of internal and external activities, events, program dates, etc. 

  • Organize staff meetings including scheduling, preparation and distribution of documents, room set up, audio visual, and taking and circulating meeting notes. 

  • Register the Management and Program Teams for professional development, events, and make travel arrangements as needed. 

  • Manage event logistics according to budget and policies & procedures. 

  • Manage annual Resource Development Plan for individual donors, funders, and partners. 

  • Coordinate with Administrative Team to meet outcomes to strengthen & improve connections with supports 

  • Create and coordinate volunteer recruitment, training, and coordination when applicable. 

  • Provide support of Board of Directors as instructed and authorized by the Executive Director. 

 

Information Management & Reporting 

  • Manage and provide oversight of organization databases. 

  • Serve as an in-house expert and training resource for staff in utilizing the existing program database. 

  • Generate reports to meet internal & external requests. 

  • Communicate with staff to troubleshoot and/or make updates to ensure accuracy and relevance of system. 

  • Facilitate data collection, disaggregation, reporting, and presentation. 

  • Compose data narrative reports to meet funding reporting requirements. 

  • Manage online presence to enhance brand via online platforms (social media, website, etc.) 

Process Improvements & Additional Duties 

  • Follow policies & procedures 

  • Proactively recommend improvements for efficiency. 

  • Duties as assigned to align with program needs. 

 

POSITION REQUIREMENTS 
 

Skills & Experience 

  • Cultural Responsiveness 

  • Process development expertise 

  • Excellent verbal, written, and interpersonal communication skills  

  • Excellent organizational skills, ability to multitask and prioritize 

  • Excellent judgement, including knowing when to engage colleagues or supervisors 

  • Ownership of position responsibilities and accountability for producing results 

  • Ability to prioritize and respond quickly and calmly to crisis situations 

  • Ability to build trusting relationships with people of diverse backgrounds, identities, and experiences 

  • Ability to maintain confidential information 

 

Required Qualifications 

  • Bachelor’s degree or equivalent experience  

  • 6 years’ experience in an office setting with demonstrated increase in responsibilities 

  • Experience working with nonprofit donors, funders, and events 

  • Proficiency in computer programs to include Microsoft Programs, , Videoconferencing, data collection, etc.) 

  • Skills in word processing and data base management 

  • Skills in organizing, managing, prioritizing and categorizing multiple tasks, information and resources. 

  • Able to work some evenings. 

  • Must pass a background check 

 

Preferred Qualifications 

  • Experience in advocating for increased racial equity and inclusion 

  • Understanding of systemic racism and familiarity with public systems (education, justice, health, etc.) 

  • Fluency in Spanish, Hmong, Somali, or other languages a plus 

 

TO APPLY 

Please send cover letter, resume, and three references to spys.admin@spys.org.

No calls or inquires, please. 

 

EQUAL OPPORTUNITY EMPLOYER  

St. Paul Youth Services is an equal opportunity employer.  Candidates from underrepresented communities and bilingual candidates are strongly encouraged to apply. 

 

ABOUT ST. PAUL YOUTH SERVICES 

To improve our community’s collective ability to engage and support all youth. St. Paul Youth Services (SPYS) partners directly with young people to build skills and resources to achieve their goals; guides nonprofits, schools, and public agencies in transforming their practices and cultures to be more youth-centric; and amplifies youth voice in public policy - all to achieve measurably more positive and equitable outcomes for our youth. Click here to learn more www.spys.org