Key Responsibilities and Required Skills for Before and After School Program Manager

🎯 Role Definition

The Before and After School Program Manager oversees day-to-day operations, program quality, and strategic direction for before- and after-school programs serving K–8 students. This role combines program design, staff supervision, compliance with licensing and school/district policies, family and community engagement, and data-driven continuous improvement to ensure safe, equitable, and developmentally appropriate experiences for children. The manager is responsible for building partnerships with schools, training and coaching staff, managing budgets and supplies, monitoring attendance and outcomes, and ensuring health, safety, and behavior management systems are effective and trauma-informed.

📈 Career Progression

Typical Career Path

Entry Point From:

After School Program Coordinator / Lead Site Supervisor
Classroom Teacher or Paraprofessional
Youth Development Specialist / Camp Counselor

Advancement To:

Regional Program Manager / Multi-Site Manager
Director of Out-of-School Time / Director of Youth Services
Director of Community Partnerships or School District Program Director

Lateral Moves:

Family & Community Engagement Coordinator
School-Based Behavioral Support Specialist
Grant/Development Coordinator for Youth Programs

Core Responsibilities

Primary Functions

Design, implement, and evaluate high-quality before- and after-school curricula and enrichment activities that align with district objectives, promote academic support, social-emotional learning (SEL), and are culturally responsive to the student population.
Recruit, hire, onboard, coach, and supervise site staff, part-time instructors, and volunteers; develop clear job expectations, conduct regular performance evaluations, and create professional development plans focused on classroom management, child development, and youth engagement.
Ensure program compliance with local and state licensing regulations, school district policies, health and safety standards, and organizational procedures; maintain accurate records for licensing visits and audits.
Create and manage program budgets, track expenditures, optimize resource allocation, and work with procurement to purchase materials, supplies, and snacks while ensuring cost-effectiveness and equitable distribution across sites.
Establish and maintain effective, proactive communication with school principals, site staff, families, and community partners to coordinate calendars, emergency procedures, student transitions, and shared use of facilities.
Develop and implement attendance tracking systems and data collection practices; analyze participation trends, academic supports, and behavioral outcomes to report on program impact and guide continuous improvement efforts.
Build and maintain partnerships with community organizations, funders, local businesses, and after-school vendors to expand enrichment offerings, secure in-kind donations, and create internship or volunteer opportunities for students.
Create individualized behavior support plans in collaboration with teachers, counselors, and families; use positive behavior interventions and supports (PBIS) and trauma-informed practices to promote a safe and inclusive environment.
Oversee daily site operations including student drop-off/pick-up procedures, transportation coordination, snack and meal distribution, facility setup/cleanup, and emergency preparedness to ensure safe transitions and compliance with safety protocols.
Lead curriculum alignment with school-day teachers and instructional coaches to provide targeted homework help, literacy and math reinforcement, and project-based learning that complements classroom standards.
Manage program enrollment, waitlists, and eligibility verification; coordinate registration processes and communicate enrollment status and program expectations clearly to families and school staff.
Design and deliver family engagement strategies such as family nights, parent workshops, regular newsletters, and outreach campaigns to increase retention, solicit feedback, and strengthen school-family-program relationships.
Plan and facilitate regular staff training sessions on first aid/CPR, child abuse reporting, inclusive practices, cultural competency, youth mental health awareness, and emergency response procedures.
Track key performance indicators (KPIs) — attendance, retention, academic support hours, behavior incidents, and family satisfaction — prepare monthly and annual reports for internal leadership and external funders, and present findings in accessible formats.
Supervise site-level scheduling, manage staff coverage and substitutes, and create contingency plans to maintain program continuity during staff absences, school closures, or inclement weather.
Lead recruitment and outreach campaigns to increase program awareness and equitable access, with targeted strategies to reach underserved students and families; collaborate with school counselors and community liaisons to remove barriers to participation.
Support grant writing and reporting activities by compiling qualitative and quantitative program data, contributing to proposals, and ensuring grant deliverables and budgets are met.
Coordinate and oversee enrichment partners, contractors, and vendors to ensure program quality, adherence to child safety policies, and alignment with learning goals and cultural expectations.
Implement inclusive practices and accommodations to serve students with diverse needs and IEP/504 plans, collaborating with special education teams and external specialists as needed.
Foster a positive, team-oriented work culture by modeling high professional standards, facilitating staff meetings and reflective practice sessions, and recognizing staff achievements.
Conduct regular site visits and program observations to monitor fidelity to program models, provide in-the-moment coaching, and ensure consistent implementation of routines and learning objectives.

Secondary Functions

Maintain program databases and enrollment platforms (e.g., SchoolSpring, Procare, KidKare, or district systems), ensuring data accuracy for funding, attendance, and compliance reporting.
Support ad-hoc data requests, compile program metrics, and assist in exploratory analysis to inform program design, funding proposals, and strategic planning.
Contribute to the organization's program strategy and multi-year roadmap by identifying gaps, piloting innovations (e.g., STEM, arts, mentoring), and scaling successful initiatives across sites.
Participate in cross-functional planning with school administrators, transportation teams, nutrition services, and custodial staff to coordinate shared resources and schedules.
Facilitate community resource connections for families in need (e.g., mental health referrals, housing support, or food assistance) by maintaining an up-to-date referral directory and protocols.
Coordinate procurement and inventory of supplies, manage vendor relationships for snacks and materials, and ensure cost-effective ordering and storage solutions.
Assist with grant administration tasks including budget reconciliation, narrative progress reports, and documentation for audits or site visits by funders.
Organize program-wide events and celebrations — student showcases, culminating projects, and recognition ceremonies — including site logistics, publicity, and volunteer coordination.
Participate in district or organizational committees focused on youth programming, safety, equity, and professional development to share best practices and represent after-school program needs.
Support continuous quality improvement processes by collecting family and student feedback, conducting satisfaction surveys, and implementing iterative program adjustments.

Required Skills & Competencies

Hard Skills (Technical)

Program management and operations: demonstrated ability to run multi-site out-of-school time programs, manage schedules, logistics, and daily site operations.
Staff supervision and coaching: experience in hiring, training, evaluating, and coaching hourly and salaried staff in youth development settings.
Licensing and compliance knowledge: familiarity with state/daycare licensing regulations, school district policies, child protection laws, and mandated reporting procedures.
Curriculum design and academic enrichment: capacity to develop standards-aligned enrichment, homework help models, and SEL-focused programming for elementary students.
Data collection and reporting: proficiency with attendance and program management systems, spreadsheets (Excel/Google Sheets), and basic data analysis to produce KPI reports.
Budgeting and fiscal oversight: experience developing and managing program budgets, tracking expenses, and reconciling accounts for grants and operational funds.
Grant support and funder reporting: ability to compile program metrics, contribute to grant narratives, and meet deliverable timelines.
Safety and emergency planning: certified in or able to coordinate first aid/CPR, emergency response plans, and daily safety protocols for children.
Special needs accommodations: working knowledge of IEP/504 processes, inclusive adaptations, and collaboration with special education staff.
Family engagement strategies: tools and techniques to design and implement effective parent outreach, communication plans, and workshop content.

Soft Skills

Strong leadership and people management with an emphasis on mentorship, feedback, and staff retention.
Excellent verbal and written communication for interacting with families, school leaders, funders, and community partners.
Cultural competency and equity-minded practice to create inclusive programs for diverse student populations.
Problem-solving and crisis management with calm decision-making in emergency and high-stress situations.
Organization and time management to balance multi-site responsibilities, events, and competing priorities.
Relationship-building and stakeholder management to maintain school partnerships and community collaborations.
Coaching and adult learning facilitation skills to develop staff through observation, modeling, and reflective feedback.
Empathy and trauma-informed approach when working with children and families who have experienced adversity.
Attention to detail for compliance documentation, record-keeping, and accurate reporting.
Adaptability and innovation to pilot new program models and respond to changing district or community needs.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED with at least 2 years of experience in youth programs; OR
Associate degree in Education, Child Development, Human Services, or related field with program management experience.

Preferred Education:

Bachelor’s degree in Education, Early Childhood Development, Social Work, Nonprofit Management, or related discipline.

Relevant Fields of Study:

Education
Child Development
Social Work
Youth & Community Development
Nonprofit Management
Human Services

Experience Requirements

Typical Experience Range: 2–5 years working in out-of-school time, before- and after-school, or youth services programs.

Preferred: 3–5+ years of direct supervisory experience in after-school programming or related youth development settings, with demonstrated experience in program design, budgeting, stakeholder engagement, and compliance management.