Assistant Program Manager - Youth Education & Well-Being

Job Description

GENERAL SUMMARY:

The American Legion’s commitment to children in need spans to the organization’s earliest years, and its foundational principle of ensuring “square deal for every child” which has given rise to many opportunities. This position plays a key role in advancing that mission by promoting youth education, well-being, and scholarship opportunities.

The primary responsibility of this position is to support the Youth Program Managers of Youth Education and Youth Well-Being, and to be prepared to assume the roles and responsibilities in the program manager’s extended absence. This role requires strong leadership, administrative accuracy, and financial acumen. This position involves a detailed understanding of youth education, youth well-being programs, scholarship and grant administration, investigatory research, and concern for the health, welfare, and education of America’s youth.

ESSENTIAL FUNCTIONS:

• Assist in maintaining a working knowledge of the day-to-day program administration and standard operating procedures for the range of American Legion youth scholarships, child well-being foundation (CWF), veterans & children foundation (VCF), and other collateral responsibilities assigned to respective program managers.
• Administer American Legion Youth scholarships

a. Grade applications by reviewing and validating submitted documentation.

b. Liaise with scholarship applicants, recipients, and families as required to assist.

c. Maintain records of scholarships and other relevant information.

• Handle initial intake and review of all grant applications for financial assistance, working with departments and investigators to ensure completeness and accuracy in ascertaining financial need and developing executive summary for review by leadership.
• Reviews and tracks all approved CWF grant applications, ensuring compliance with the grant guidelines.
• Liaise with departments and their chairman for children & youth and education and scholarships, including Legion Family members.
• Serves as staff liaison to the Citizenship and Naturalization Subcommittee, or other subcommittees as may be assigned by the director, with the following duties:

a. Developing meeting agenda.

b. Conducting room set-up to include audio/video, U.S. and POW/MIA flags

c. Taking meeting minutes and assisting the chairman in with written and oral reports to

the Americanism Commission.

d. Performing other tasks as required by the chairman or members of the subcommittee

• Coordinate requests for Scouting certificates and Square Knot scouting awards at the direction of the program manager-Youth Education.
• Assists with maintaining multiple donor recognition and award programs for the American Legion Child Well-Being Foundation and Veterans & Children Foundation.
• Works with Media & Communications, the Office of Fund Developing, Finance, and other divisions to ensure accurate reporting and grant/scholarship distribution and deadlines are met.
• Responsible for order, tracking, and shipment of all inventory-controlled products.
• Assists in developing, researching, and reviewing standard operating procedures (SOPs), annual reports, newsletters, printed literature, and websites.
• Assists with planning, preparing, and coordinating meetings at the national level, including training at the Children & Youth segment of the National Americanism Conference (NAC) and exhibition booths at the national convention.
• Assists program managers with budget tracking, annual budget planning, and administration.
• Other duties as assigned by the Director, Americanism Division

Reports directly to Director of Americanism

Education/Technical Knowledge:

Four-year degree or knowledge of specialized principles or techniques equivalent to those that would normally be obtained through a formal four-year college/university academic program; or in-depth specialized training directly related to the type of work to be performed.

Additional Skills Needed:

• Eligibility for membership in The American Legion is highly desired but not required; eligibility for membership in the Sons of The American Legion and/or American Legion Auxiliary is also favorable.
• Two years’ experience in administrative work with a nonprofit organization or youth programs is a plus.
• Possess excellent public speaking, writing and managerial skills.
• Possess excellent interpersonal skills.
• Possess excellent organizational skills and ability to multi-task.
• Proficiency in computer use, including Microsoft Office: Word, Excel, Access, PowerPoint, Outlook and Internet Explorer.
• Ability to travel as necessary by air and other means.
• Knowledge of the programs and the policies of The American Legion.
• Successful completion of sexual abuse awareness training and a criminal history background check is required annually for Americanism staff due to having direct contact with minor-aged children.

Experience:

3 years up to 5 years

Other: Experience with grants, financial assistance, and/or scholarships a plus

Supervision of Others:

This position has no direct report responsibilities but is responsible for coordination with multiple organizations, youth and their responsible adults, and key organizational leaders to achieve positional objectives. This position is responsible for the wellbeing of children in the custody of The American Legion during the national program. Competent and confident leadership and management skills are essential in this position.

OTHER JOB-RELATED FACTORS:

Problem Solving:

Involves the investigation and analysis of information readily available, interpreting data, planning ahead in the complete layout of work for others.

Impact of Decisions:

Work involves opportunities for errors in the soundness and timing of judgments that would have a serious short-term effect on overall operations and budgets.

Internal and Public Contacts:

Within organization involving multiple relationships or person on a higher administrative level which would involve complex, sensitive and controversial area, and/or outside organization staff on serious problems which involve explanations and discussions to influence their thinking.

Physical Factors and Working Conditions:

Physical demands of the job require the ability to do conference/meeting set-up that includes room arrangement, AV preparation and use, and distribution of materials (lifting). The employee is regularly required to travel, talk and hear. Specific vision abilities required by this job include vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus, either corrected or uncorrected. Working conditions are within a well-lighted air-conditioned office environment.