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2023 SMASH Academy Program Coordinator (Michigan)

Company: SMASH
Location: Ann Arbor
Posted on: January 28, 2023

Job Description:

About Us and Our Philosophy:

Founded in 2001, SMASH is an Oakland-based nonprofit organization that operates SMASH Academy, a year-round STEM-focused program that serves underrepresented high school students. In tandem, SMASH conducts research examining inequity in access and opportunity across K-12, higher education, and workplace contexts in order to improve the outcomes for underrepresented students in STEM fields.

SMASH Academy is a three-year STEM residential academic acceleration program for motivated, high school students from underrepresented populations (African-American, Latinx/Hispanic, Southeast Asian and/or Pacific Islander, and Native American), who have demonstrated an aptitude for science and math. During the summer component, SMASH provides accelerated classes rooted in solving real-world problems and exposure to STEM fields; the academic rigor is alloyed with a strong community experience in residential dorms to introduce our scholars to a university environment. During the academic year, SMASH provides computer science courses, scholarship workshops, college counseling, community events and further exposure to STEM opportunities.

SMASH will be operating a 3-week Hybrid Academy model for Summer 2023 with the first 2 weeks in person and the last week being virtual.

All scholars and staff will be required to comply with the SMASH vaccine mandate for SMASH Academy in-person programming. However, vaccine exemptions will be considered based on medical exemptions, disability accommodation, or religious objection on a case by case basis. If a quarantine mandate is enforced by local government, university, or SMASH, all SMASH Academy programming will be held virtually.

SMASH will follow all guidelines and requirements set by the Center for Disease Control (CDC) as well as local, state, and county guidelines which may include but not limited to:

  • Mask requirements
  • Regular COVID testing at the site
  • Physical distancing requirements
    As we look forward to finally being able to bring the magic of the SMASH experience to students and alumni in-person this summer, we also remain focused on ensuring the health and safety of all program participants - both in light of the current pandemic and beyond. Our leadership is finalizing plans for the summer program working closely with internal task forces and outside medical experts. We are committed to ensuring that our students are able to fully participate in SMASH programming - and the connections, interactions, and experiences that come with it - within a comprehensive and pragmatic approach to reducing exposure and protecting the health of our students, alumni, faculty, and staff. We are currently finalizing our policy in accordance with applicable public health guidelines regarding COVID-19. We expect to offer further clarity in early 2023.

    This is not for the faint of heart. But if you think you have what it takes to dare to change the face of STEM, join us.

    The Opportunity:

    Working at SMASH Academy is about personal growth, commitment, and the tenacity to challenge the pedagogical status quo. SMASH Academy offers a unique environment for scholars and staff alike to focus on their interests in STEM education and explore cutting-edge practices. SMASH is seeking to hire individuals who will contribute to our larger aim of developing our scholars to be STEM practitioners who are civically aware and social justice oriented, equipped to employ their STEM knowledge and skills for the betterment of their local, national, and global communities.

    Although the majority of the position will function as described below, some aspects are subject to change due to evolving program needs.

    About the Role:

    As a member of the Site Management Team, the Program Coordinator plays a critical support role to the Site Director and liaison to SMASH National Operations team. Working with the instructional and residential teams to support the successful delivery of the SMASH Academy by performing duties related to planning, directing, and coordinating both the programmatic and operational activities of the program is essential. In this position, the Program Coordinator will play a key role in the success of SMASH scholars and staff through effective implementation of administrative processes, communication with scholars and families, and leading logistics for program events. As a Program Coordinator, you will work closely with the Site Director and staff to manage the programmatic, operational, and tech customer support aspects of the SMASH program.

    This assignment is approximately 5 months and is a part time position starting in March 2023, then moving to a full time engagement for approximately 5 weeks.

    As this role has a virtual component, we expect staff to provide the following -- their own personal computer (desktop or laptop) that has a working webcam, speaker and microphone for video conferencing capabilities (i.e. Zoom, Google Hangouts, Cisco Webex); reliable Internet connection (at least 25 Mbps download speed); and quiet work space for virtual programming. An electronic stipend will be provided to help cover internet/equipment (i.e. laptop/computer) costs. If you cannot provide your own equipment, please speak with your Site Director.

    You must be available for all training and program dates.

    Key responsibilities include but are not limited to those listed below.

    Essential Duties:

    Program Administration
    • Drive program efficiency by improving or creating processes and tools to ensure a successful delivery of SMASH Academy
    • Develop and manage site program calendars, including communicating updates
    • Ensure completion of site deliverables (e.g. pre + post assessment scores, attendance, staff and scholar surveys, final inventory, etc.)
    • Respond to inquiries from multiple stakeholders, including scholars, families, staff, University contacts and Central Office while classes are in session
    • Collaborate with SMASH's Communications team to facilitate video or media-related projects
    • Establish and maintain a positive, professional relationship with SMASH scholars; serve as a role model during the academy
    • Serve as point person for COVID-19 related protocols and procedures based on SMASH and University guidelines.
      Class & Event Organization
      • Work with key stakeholders, plan and lead logistics for workshops and events
      • Collaborate with SMASH's Development and Communications teams to facilitate site tours.
        Scholar Tech Support
        • Respond to tech support needs of scholars and staff by identifying and resolving minor issues as well as escalating major issues to SMASH IT team
        • Work with SMASH IT team to support and track scholar tech issues in our ticketing system
        • Work with scholars to facilitate hardware repairs with external product vendors
        • Monitor laptops and other technical equipment to ensure they operate as needed
        • Assist with virtual classroom setup and troubleshooting, AV, Zoom, and presentation needs
        • Work with Program Coordinators from other sites to resolve common tech problems
        • Coordinate with Site Director to assist with distributing laptops as needed
          Human Resources
          • Lead SMASH site-specific Policies and Procedures Training for SMASH Facilitators and Residential Team with support from Site Director
            Data Management
            • Ensure all created documents are uploaded and organized in designated site repository
            • Collaborate with the Curriculum team to ensure LMS data is updated and utilized effectively at a Site level.
            • Editing and inputting information into various site documents and spreadsheets
            • Maintain and systematize scholar contact, medical records and contracts
              Professional Development
              • Attend select events and trainings
              • Attend various meetings on a regular basis including, but not limited to:
                • Staff meetings
                • 1:1 Check-ins with Site Director
                • SMASH Community Meeting (weekly)
                • Staff Closeout

                  The attributes you possess:
                  • Collaboration: Exceptional communication skills; professionalism; excellent time management and organizational skills; timeliness and dependability; ability to have difficult conversations
                  • Relationship Building: Respect for individual differences of everyone in the room; humility; patience when addressing situations; ability to listen to multiple perspectives
                  • Problem Solving: Remain curious, innovate, iterate, and quickly pivot as needed; keep activities on task and think creatively in the face of unexpected events; consider multiple perspectives in all situations
                  • Resilience: Approach situations with a growth mindset, adapt, and reflect to ensure desired outcome(s) are met; sense of urgency
                  • Life-long Learner: Willingness to model learning and figure out content alongside scholars; open to feedback; learning from what scholars have to offer
                    What you bring:
                    • Commitment to SMASH's mission; willingness to embrace goals/values is essential
                    • Demonstrated programs or operational effectiveness working with students (preferably at high school level) from low-income and underrepresented backgrounds
                    • Previous professional experience with planning, leading, or managing projects.
                    • Previous experience with adopting and adapting to new technologies through self-guidance and video tutorials
                    • Results-driven; work around potential obstacles to ensure all goals are met and deliverables are completed by the end of program
                    • A minimum of one (1) year of administrative or relevant experience
                    • Proficiency in Google Suite (Calendar, Doc, Sheet, Email, Forms) and Zoom
                    • Excellent written, verbal, and organizational skills are required
                    • Strong attention to detail, prompt responsiveness and ability to work efficiently both independently and collaboratively
                    • Must be able to accommodate a flexible work schedule to attend events on evenings and/or weekends
                    • Spanish fluency preferred (not required)
                      Application Information:

                      Apply for this position below and ensure you can make the training and program dates (see table in above section of Job Description). If applying to multiple sites, please rank your site preference in the application.

                      The application includes a place to upload your resume and cover letter and to provide written responses to specific prompts. This position will close when filled.

                      If you have been selected for this position by your Site Director, no application is required. Simply submit the recommitment form provided by your Site Director, and SMASH will send you your updated offer letter.



                      The hourly rate for this position is estimated to be $30.00/hr - $34.00/hr (a bonus for returning staff may also be available). Should the employee miss any hours or days of work, the daily and therefore total compensation will be adjusted accordingly. If your assignment ends earlier than we anticipate for any reason, your compensation may also be reduced accordingly. Please note, pay will be variable per pay period based on part-time and full-time phases of the program. These policies are subject to variation based on specific circumstances.

                      Statement of Non-Discrimination:

                      In keeping with our beliefs and goals, no employee or applicant will face discrimination/harassment based on: race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, or veteran status. Above and beyond discrimination/harassment based on "protected categories," SMASH also strives to prevent other subtler forms of inappropriate behavior (i.e., stereotyping) from ever gaining a foothold in our office. Whether blatant or hidden, barriers to success have no place at SMASH.

                      We value a diverse workforce: people of color are strongly encouraged to apply.

Keywords: SMASH, Ann Arbor , 2023 SMASH Academy Program Coordinator (Michigan), Other , Ann Arbor, Michigan

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