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Program Services Manager

Posted by
Close Up Foundation
|
Alexandria, VA
New
|
Published 2 days ago

COMPANY OVERVIEW | Close Up’s mission is to inform, inspire, and empower young people to exercise the rights and accept the responsibilities of citizens in a democracy. As a non-profit/non-partisan leader in civic education since 1971, we believe that a strong democracy requires active and informed participation by all citizens; therefore, we seek to reach participants of every race, creed, geographical community, socio-economic level, and academic standing.

POSITION OVERVIEW | The Program Services Manager is responsible for contract negotiation, administration, meal planning, and meeting space planning. They are accountable for mitigating and limiting direct program costs and assigning programs to ensure diversity and efficiency. The Program Services Manager participates in interdepartmental advisory meetings to communicate program progress, address hotel budget concerns, and improve the customer experience. Frequent in-town travel, some out-of-town travel, and accessibility outside of regular work hours are important components of the job.

GENERAL DUTIES AND RESPONSIBILITIES

  • Contracts hotel sleep room and meeting room space for approximately 20,000 participants each year primarily in Washington, DC, but also in locations such as Philadelphia, New York, Tallahassee, and Austin;
  • Updates contracts based on projected enrollments, changes in meeting space needs, and requests from both customers and vendors;
  • Functions as the point person for Close Up functions during the program year; and
  • Works with Director of Program Services & Logistics on ways to remain cost-effective on hotel expenditures while maintaining a high level of customer service and delivering an exceptional customer experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Contracts hotel room blocks and meeting space and manages contracts to ensure compliance;
  • Monitors enrollment estimates and revises agreements as necessary to ensure proper space is blocked and to avoid financial penalties;
  • Advises Director of Program Services & Logistics on program updates, vendor concerns, and fiduciary matters pertaining to hotel operations;
  • Approves purchase orders and banquet event orders for the procurement of meals and meeting space; monitors hotel operations budget and adjusts counts to keep costs within budget;
  • Communicates spatial requirements to hotel event managers and relays assigned hotel space to internal staff for workshop planning and night monitor staffing;
  • Designs menus and recommends service offering improvements to enhance customer experience and control costs;
  • Builds and maintains relationships with hospitality vendors;
  • Conducts site inspections for the sourcing and vetting of new properties;
  • Coordinates pre-conference planning as well as post-conference evaluations; and
  • Serves as weekend manager on duty 4-5 times per season.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty in an efficient, business-like, and competent manner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Program Services Manager must be willing to travel outside the DC metropolitan area approximately three weeks per year. Weekend and off-hour availability, outstanding communication skills, strong organizational skills, attention to detail, and a proven commitment to customer service are essential. Intricate knowledge of Close Up programming is preferred, and on-site training of Close Up programs will be provided.

Minimum Qualifications

  • Bachelor’s degree from an accredited college or university
  • Demonstrated expertise in program and budget management 
  • Technology savvy with ability to learn web-based programs; advanced proficiency with Microsoft Word and Excel
  • Ability to work some evenings and/or weekends to support program schedule
  • Ability to provide proof of COVID-19 vaccination in compliance with company policy
  • Willingness to submit to a post-offer credit and criminal background check in accordance with federal regulations
  • Authorization to work in the U.S. for any employer

Other/Preferred Qualifications

  • At least two years of relevant work experience in the hospitality or travel industry 
  • Knowledge of the Washington, D.C. area 
  • Willingness to use personal vehicle for on-site venue inspections (reimbursement provided)
  • Outstanding organizational skills and attention to detail while managing multiple priorities
  • Excellent interpersonal skills and demonstrated ability to build relationships with internal and external stakeholders
  • Ability to solve problems in a timely manner using negotiation plus strong verbal and written communication skills

Physical Demands and Work Environment | Physical demands | While performing the duties of this job, the employee is required to walk; sit; use hands to finger, handle, or feel tools or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Work environment | While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually minimal.

In addition to your résumé, upload a brief statement or cover letter describing why this position is the right fit for your skills and experience.

No phone calls or recruiters, please.

Close Up Foundation is an Equal Opportunity Employer

COMPANY OVERVIEW | Close Up’s mission is to inform, inspire, and empower young people to exercise the rights and accept the responsibilities of citizens in a democracy. As a non-profit/non-partisan leader in civic education since 1971, we…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required
  • Professional Level
    Managerial

Salary

USD 50,000 - USD 55,000

Benefits

Compensation and Benefits | The Program Services Coordinator starting salary is between $50,000 to $55,000 per year. In addition to meaningful and rewarding work, Close Up provides a comprehensive benefits package which includes three robust medical insurance plans, dental insurance, and vision discount (more than 90% of the premiums are company paid). Close Up pays 100% of the premiums for life/AD&D insurance, short- and long-term disability insurance, and offers flexible spending and dependent care accounts, a 403(b) retirement savings program, paid vacation/sick/holidays, paid parental leave, metro subsidy or free garage parking, free on-site gym, and a positive work environment.

Compensation and Benefits | The Program Services Coordinator starting salary is between $50,000 to $55,000 per year. In addition to meaningful and rewarding work, Close Up provides a…

Location

On-site
1330 Braddock Place, Alexandria, VA 22314, United States
Suite 400

How to Apply

In addition to your résumé, upload a brief statement or cover letter describing why this position is the right fit for your skills and experience.

In addition to your résumé, upload a brief statement or cover letter describing why this position is the right fit for your skills and experience.

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