Associate Director for Programs, Early Identification Program

Associate Director for Programs, Early Identification Program

The Associate Director for Programs is an integral member of the Early Identification Program (EIP). This individual works closely with EIP's other Associate Director(s) and the Executive Director in providing leadership and administration of all aspects of the EIP, to include sharing leadership responsibilities for the Executive Director, as needed. Key responsibilities include direct supervision of three Assistant Directors, planning and development of programmatic initiatives, contributing to the EIP's assessment and reporting, recruitment and hiring of mentoring staff, and leadership for several key aspects of summer programs. Additionally, the Associate Director works with the Executive Director in managing all student services, which includes monitoring student academic progress/participation, decisions on student enrollment, the application and admission process, and communication/relationship management with families and all seven county school partners. The Associate Director role also provides leadership through the management and coordination of high-profile events, including Board of Visitor meetings, Senior Graduation, and the New Student Reception Ceremony.

Supervision & Leadership:

• Fosters a collaborative and supportive work environment that promotes employee well-being, engagement, and retention;
• Supervises staff by setting clear performance expectations, providing regular feedback, and addressing performance issues to support employee engagement, accountability, and retention;
• Encourages and supports ongoing professional development opportunities for all staff, ensuring they have the tools and training needed to succeed in their roles;
• Organizes workflow and ensures employees understand their duties or delegated tasks;
• Sets clear performance expectations, and goals and deadlines aligned with unit, divisional, and university strategic plans;
• Communicates expectations effectively, monitors employee productivity and development, and provides continuous feedback and coaching to support staff growth and accountability;
• Prepares and conducts timely performance evaluations, and maintains accurate records of employee performance, feedback, and disciplinary actions, ensuring adherence to legal and university policies and procedures;
• Collaborates with University Life (UL) divisional partners/stakeholders to address performance concerns; and
• Effectively hires, onboards, and trains new employees to build capability and ensure operational continuity.

Administration:

• Ensures all programs operate successfully and within budget, working closely with the Associate Director of Operations and the team to ensure spaces are reserved, spending practices for programs are sound and efficient, and time reporting processes are accurate and efficiently submitted;
• Responsible for overseeing the planning, coordination, and implementation of large-scale, high-profile events, inclusive of Board of Visitors meetings, major weekend events, Senior Graduation, and the New Student Recognition Ceremony;
• Serves as the on-site administrator for designated Saturday programming, which takes place throughout the academic year; and
• Liaises with EIP partner/stakeholders on all matters related to the EIP. These partners include public-school system administrators, counselors and teachers, community leaders/organizations/companies, EIP alumni, and Mason departmental staff.

Student Services:

• Leads efforts to monitor middle and high school participants' academic progress and program attendance;
• Leads efforts to track and monitor students' outcome data, including high school completion and transition to post-secondary institutions;
• Leads a student-centered approach to discipline, including oversight of a change in participation status process, ensuring decisions are fair, consistent, and supportive of students' continued growth and success; and
• Ensures student data is up to date and systems used to track all aspects of program participation are up to date and functional.

New Student Recruitment & Student Management:

• Provides leadership to the new student admission process for the EIP, including, but not limited to, liaising with our public school partners to coordinate the nomination, application, and selection process;
• Facilitates information sessions for families and prospective students in partnership with public school partners and community stakeholders;
• Along with the Assistant Directors, supports the creation of application review committees and management of the College Access Ambassadors (Mason students);
• Ensures the online application is up to date and functions properly;
• Manages the new student and family onboarding process; and
• Manages waitlists and notifies students and families of their standing as it pertains to the application process.

Student Retention and Transition:

• Leads the maintenance and enhancement of student records and data systems, tracking student demographics, participation, program completion, academic standing, and college-prep coursework, including Summer Academy scheduling;
• Tracks the post-secondary progress of EIP alumni at Mason and outside of Mason with the assistance of Assistant Directors;
• Liaises with the Office of Admissions, Institutional Research, and Office of the University Registrar to receive and maintain up-to-date statistics on EIP alumni; and
• Provides updated data to mark progress toward unit and student journey team key performance indicators.

Scholarship Application and Selection Process:

• Works collaboratively with the Assistant Directors and University Life Advancement staff to organize and coordinate the scholarship application process;
• Selects scholarship committee members, creates timelines, and provides improvements to the selection process;
• Works closely with the Budget Specialist to ensure scholarship awards are processed promptly; and
• Works with Assistant Directors to ensure scholars remain in compliance with scholarship guidelines.

Program Assessment and Reporting:

• Assists the Executive Director in efforts to devise a strategy, while establishing and tracking unit goals and key performance indicators to mark progress toward unit and student journey team key performance indicators;
• In collaboration with the Associate Director of Operations, contributes to an annual programs assessment;
• Leads efforts to compile survey data and lead review sessions with program staff to review data to enhance services for program participants;
• Ensures all efforts to assess and measure program impact are aligned with University Life and will work closely with the Executive Director to contribute to the design and production of impact reports for corporate, public schools, funders, and community stakeholders;
• Identifies and reports trends in data and assists the Executive Director and team members in addressing issues that may arise, by way of reports pulled from data; and
• Provides assessment of student academic and program progress, while implementing programmatic efforts to increase retention and student satisfaction with services provided.

Programs, Safety, & Compliance:

• Provides leadership for the EIP's major events including the Board of Visitors meeting, Senior Graduation, and weekend events;
• Assigns and delegates responsibilities to the appropriate staff members for such events;
• Ensures all logistical plans for events are sound, including event communication to stakeholders, securing facilitators, remittance of payments (if applicable), and securing space;
• Works closely with the Assistant Directors to enhance and develop programs that are relevant and aid in the success of college-bound first-generation college students;
• Stays abreast of trends and best practices to ensure programs are impactful; and
• Works collaboratively with the Executive Director to ensure the EIP remains in compliance as it pertains to ensuring student safety. This includes liaising with Public School partners, Mason's Risk Management Office, and Human Resources to ensure the EIP is up to date on university and public school policies and procedures focused on student health, safety, and well-being when participating in the EIP and developing policies as needed to remain in compliance.

Summer Academy:

• Provides leadership and works with staff to create student Summer Academy schedules;
• Oversees the hiring and training process of near peer mentors;
• Oversees the hiring process and supervision of certified teachers for Summer Academy faculty and staff roles;
• Works closely with the Office of the University Registrar and the Office of Events Management to secure space needed for instruction and program activities;
• Liaises to public schools and third-party vendors for lunch services during the Summer Academy. This includes working closely with the Budget Specialist to ensure billing is accurate and distributed to public school partners in a timely fashion;
• Assists the Assistant Directors and Operations team with student and family communication;
• Works with program staff to facilitate special activities for program participants; and
• Provides oversight to EIP staff members in the absence of the Executive Director.

Departmental/Divisional Duties:

• Supports divisional planning initiatives and other special projects as assigned, acting as a technical resource and SME as required;
• Actively participates in University Life divisional meetings, initiatives, and in-person events to stay connected with divisional and institutional priorities