Student Advocacy Program Manager

Job Description

Reports To: Director of Student Advocacy

FLSA Status: Exempt

Summary: 

The Program Manager is responsible for the direct management, supervision, and execution of student services at the campus level. This role ensures consistent, high-quality implementation of the Communities In Schools (CIS) model and Campus Service Delivery Plans across assigned campuses. Operating as the primary bridge between strategy (Director of Student AdvocacyPrograms) and execution (Campus Student Success Advocates), the Program Manager drives staff performance, program fidelity, and student outcomes through coaching, data oversight, and hands-on support.

DUTIES AND RESPONSIBILITIES 

Staff Supervision & Performance Management

• Directly supervise and evaluate assigned Campus Staff (Student Success Advocates)

• Conduct regular staff check-ins (minimum twice monthly via campus visits, calls, or virtual meetings)

• Provide and document ongoing coaching, mentoring, and performance feedback

• Complete annual and mid-year evaluations for assigned staff in collaboration with the DP.

• Approve and manage assigned staff time off weekly through required systems (e.g., R14 database) 

• Serve as interim campus staff and provide coverage as needed

• Support staff in navigating ethical dilemmas, crisis situations, and complex student cases

• Foster a culture of accountability, development, and student-centered service

Program Implementation & Campus Execution

• Ensure effective implementation of Campus Service Delivery Plans across assigned campuses

• Collaborate with Campus Staff to assess needs and adjust Tier I, II, and III services (reviewed during scheduled visits)

• Assist in the creation and execution of Tier I services at assigned campuses  

• Support and/or facilitate student groups using evidence-based curriculum (at assigned campuses)

• Ensure consistent, high-quality delivery of case management and student support services

• Provide on-site program coverage during staff absences

Case Management & Student Services

• Support Campus Staff in case management processes, interventions, and documentation

• Maintain a small caseload of students as needed/assigned by DP

• Ensure use of evidence-based practices and curriculum (Character Counts, Why Try, etc.)

• Assist in development and monitoring of individualized student support plans

• Support student closeout processes at the end of the school year

Data Oversight, Compliance & Reporting

• Regularly audit student files in Apricot to ensure accuracy, completeness, and compliance of assigned campuses.

• Review key reports ( services, caseloads, validations) and address gaps of assigned campuses.

• Effectively communicate required corrections and data quality issues to assigned Campus Staff 

• Ensure adherence to CIS model standards and TEA requirements

• Support monthly, quarterly, and annual reporting processes in collaboration with DP

Training & Staff Development

• Support processes built by DP for onboarding and training of new Campus Staff and Interns

• Assist in identifying, planning, and facilitating training every six weeks

• Provide ongoing coaching on case management systems and service delivery

• Reinforce best practices in student support services and program implementation

• Ensure staff compliance with all required training

School & Community Engagement

• Build and maintain strong relationships with campus principals and administrators

• Conduct mid-year and end-of-year campus feedback processes

• Collaborate with the Director of Community & Resource Partnerships to connect campuses with community resources, services, etc.

• Support campus-level problem-solving and coordination of services

Intern & Volunteer Supervision

• Assist in supervising student interns and volunteers as assigned

• Ensure a structured, meaningful, and high-quality experience for all program support personnel

SUPERVISION AND ACCOUNTABILITY:

The Student Advocacy Program Manager will report directly to the Director of Student Advocacy (DSA).   

Role in Organizational Structure

Director of Student Advocacy

  → Sets strategy, ensures system-wide quality, manages Program Managers

• Student Advocacy Program Manager (THIS ROLE)
  → Executes strategy, manages Campus Staff, ensures campus-level performance

  • Campus Staff (Student Success Advocates)
    → Deliver direct student services and case management

Key Performance Indicators (KPIs) - *Further details about these measures provided by DSA.

• Campus-Level Student Outcomes 

• 75% of assigned campuses meeting caseload requirements 

• 75% of assigned campuses “intent to case manage” students have no missing data in Apricot

• 75% improvement in attendance, behavior, or academics

• 75% Caseload completion and success rates

• Staff Supervision & Performance

• 95% of assigned Campus Staff meeting their KPIs (to be written by Director)

• 95% Completion rate of supervision meetings documented in Apricot by deadline 

• 70% Staff retention across assigned campuses (in conjunction with Director)

• Program Implementation

  • 100% of campuses with fully implemented Service Delivery Plans

  • 90% Fidelity to CIS model standards (caseload services, Tier 1’s complete, 6 weeks reports completed on time

  • 90% Completion of required staff contacts per individual campuses assigned

  • 100% Execution of Tier I services, groups, and interventions provided by and documented by SAM (as assigned by DSA)

• Data & Compliance

  • 20%  Student files fully audited (accuracy, completeness, timeliness)

  • 90%  Timeliness and accuracy of data entry

  • 100%  Monthly report completion rate

  • 100%  End-of-year closeout audits for assigned campuses

• Training & Development

  • 100% Training completion rates (self and team)

  • 100% Ensure completion of new staff onboarding processes  

  • 100% of coaching/training sessions documented in Apricot 

QUALIFICATIONS:

Ability to handle ambiguity – can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.

• Bachelor’s or Master's Degree with professional licensure preferred in social work, counseling, social sciences, education, or a related field

• Three or more year’s experience in working with schools and/or families and children

• Basic technology skills such as Google suite (Gmail, Google Docs, Sheets, Slides, etc…)

• Excellent written and verbal communication skills

• Excellent interpersonal skills

• Strong management and organizational skills

• Familiarity with social work, education, health and human services, juvenile justice, and other family support services

• Able to work independently, meet deadlines, have the ability to prioritize and complete multiple tasks, possess innovative and creative [formatting issue] problem-solving abilities, be resourceful and function as an effective team member

• Valid Texas driver’s license and proof of vehicle liability insurance

WORK ENVIRONMENT: Ability to handle ambiguity – can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear

• The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms

• The employee is regularly required to stand and walk

• The employee must be willing to travel in various types of weather

• The employee must occasionally lift and/or move up to 75 pounds

• Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus

• The employee will utilize basic office equipment such as computers, copiers, printers, fax machines, etc.

Benefit Package Includes:

• Paid Health Insurance through the Teacher Retirement System of Texas (TRS) Benefit Options

• Paid Life Insurance Plan

• School Holidays

• Approximately 4 weeks of Summer Vacation

• Sick Days Available per Policy

• Professional Liability Package, if applicable

• TRS Retirement Contributions

Optional benefits available at employee expense:

• Dental

• Vision

• Disability

• Additional Life Insurance

• Cancer

• Accident

• Critical Illness

• Identity Theft

• Medical Transport

• Flexible Spending

Pay scale:

• Starting salary is $50,000 plus benefits listed above (salary scale increases dependent upon degrees, licensures, etc…)