Ref. 12552

Position must be posted for a minimum of 10 days.

TITLE:

Program Manager, PEC Special Projects

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

Programs for Exceptional Students (PEC)

CLASSIFICATION:

Classified Management

FLSA:

Exempt

WORK YEAR/HOURS:

261 days / 7.5 hours

ISSUED:

Created: April 2015

SALARY GRADE:

ADCL 16

BASIC FUNCTION: The PEC Special Projects Program Manager plans, organizes, controls and directs special projects and general administrative duties. The Program Manager manages and coordinates the implementation of department projects and manages various PEC related strategic and operational projects/initiatives. These projects/initiatives will require collaboration across functional teams and departments.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

• Plan, organize, control and direct special projects related to PEC functions including, but not limited to, the implementation of the PEC Strategic Plan initiatives.
• Collaborate with PEC Leadership to determine which policies, practices and procedures impacting PEC success should be prioritized for engagement, review and updated/changed.
• Lead and take overall responsibility for planning projects which potentially span across PEC functional areas and the District.
• Assist in the development of procedures, policies, record-keeping and duties related to overall administration of projects as required; develop critical path or project flow diagrams to plan, set and evaluate progress on projects tasks.
• Assist PEC Leadership and staff with root cause analysis and corrective action activities.
• Plan, prepare, and communicate schedules and progress records of project activities and expenditures, and assist others in establishing project schedules and milestones.
• Ensure designated projects produce required deliverables as proposed within specified constraints.
• Provide technical expertise, information and assistance to PEC Leadership regarding assigned functions; assist in the formulation and development of policies, procedures and programs; advise the Deputy Chief, PEC of unusual trends or problems and recommend appropriate corrective action.
• Plan, organize and implement long- and short-term projects and activities designed to develop assigned programs and services.
• Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files related to assigned activities.
• Make presentations to PEC staff; convene PEC Leadership and staff to discuss District operations, services and issues.
• Develop collaborative service delivery methods, teams and organizational structure in the context of increased effectiveness; encourage effective new practices and methods; assure coordination of divisional activities with other units and designated priorities; provide status reports on progress of priorities; contribute to PEC improvement efforts.
• Advise the Deputy Chief, PEC on regulations, policies and procedures; serve on committees, task forces and ad hoc groups as necessary to coordinate functions for assigned areas of responsibility.
• Facilitate and coordinate District operations to involve staff in providing support and participation in support of the Department and District's mission; support the PEC Deputy Chief goals to involve staff in working to assure student achievement.
• Provide direction, coordination and support of special projects related to the financial planning, budgeting process, and expenditure reporting as required for internal management of PEC as necessary for conformance to District financial policies and procedures.
• Ensure staff assigned to projects is competent for the role they are undertaking and provide management to staff as required; monitor the performance of project team members so optimum service and value is realized; develop project objectives for the team, monitor performance and provide guidance as required.
• Assist the Deputy Chief and PEC Leadership in identifying significant change opportunities supporting PEC core business objectives via data collection, analysis and evaluation, challenging conventional thinking and applying a customer focused approach across processes.
• Ensure on-going monitoring of projects and provide updates on progress of projects to stakeholders - reports will include progress updates, problems, proposed solutions and whether the project is on schedule.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS

TRAINING, EDUCATION AND EXPERIENCE:

• Bachelor Degree or its equivalency required (2 years of similar and relevant work level experience = 1 year of college) in Education, Social Work, Public Administration, or related field. A combination of experience and education may be used to meet the Bachelor Degree requirement; however, the work experience years used to qualify for the Bachelor Degree requirement cannot be used to meet the work requirement.
• Three (3) years experience in project management or closely related field in an urban education environment, preferably Special Education
• Experience should include project management techniques and tools, group organization, communications, material preparation, task management, and cost and benefit financial analysis
• Knowledge of both theoretical and practical aspects of project management preferred
• Master's degree preferred.

LICENSES AND OTHER REQUIREMENTS:

Valid California Driver's License

Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Project management principles
• Multiple project management methodologies
• Organizational development principles and practices
• Applicable federal, state, and District codes, regulations, policies and procedures governing work scope
• Planning, organization and coordination needed for assigned program
• Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and staff
• Interpersonal skills using tact, patience and courtesy
• Correct English usage, grammar, spelling, vocabulary and punctuation
• Computer software, hardware, and related technology

ABILITY TO:

• Coordinate and supervise special projects and consultant studies
• Accurately analyze situations and problems relating to projects, identify alternative solutions, project consequences of proposed actions, and implement an effective course of action in accordance with general policy and pertinent codes and regulations
• Maintain confidentiality at all times
• Interpret and incorporate District policies and procedures into practice
• Translate operational needs and requirements to others
• Understand and interpret policies and procedures and be able to explain them to others
• Explain complex problems and solutions in clear, concise and compelling ways
• Facilitate discussion and learning activities towards a clear end
• Establish and maintain effective working relationships with others of diverse backgrounds, experience, and personalities
• Implement plans and evaluate their outcomes
• Motivate and support adults to transform their practices
• Serve as resource to District administrators and facilitate communication throughout the District
• Set goals, work independently and drive results
• Produce high quality work, including strong attention to detail
• Manage multiple assignments, priorities, and projects in a demanding environment
• Solve complex problems and think boldly to maximize new opportunities using a data-driven approach
• Analyze situations accurately, and adopt an effective course of action
• Adapt to feedback and focused on continuous improvement
• Communicate effectively in English orally and in writing
• Learn new software applications and assist sites in using PEC tools
• Work as an integral member of a team
• Operate personal computer, related software, and other office equipment

WORKING CONDITIONS

ENVIRONMENT:

Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions; exposure to a variety of childhood and adult diseases and illnesses

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.