Workforce Development Program Administrator

Workforce Development Program Administrator

Founded in Baltimore in 1985, Living Classrooms Foundation is a Baltimore – Washington, DC nonprofit that disrupts the cycle of poverty and helps our community become safer, stronger, and healthier by building skills for life. Living Classrooms inspires children, youth, and adults to achieve their potential through hands-on education, workforce development, health and wellness, and violence prevention programming. Living Classrooms has developed a distinctive competency in experiential learning –learning by direct experience – or what we call “learning by doing.” We utilize our environmental campuses, athletic fields, community centers, and historic ships as “living classrooms.” We work with one child, one teen, one adult, and one family at a time to identify existing barriers towards success and provide resources and opportunities to help each person reach their full potential, thus supporting stronger family units and more resilient communities.

While each of our program areas is distinct, in combination they create a powerful synergy. Our maritime heritage sites create opportunities for employment training. Our educational programs use our environmental and maritime resources as living learning laboratories. Our employability programs create stronger communities that are better prepared to exercise environmental stewardship.

Position Summary

The Workforce Development Program Administrator oversees the implementation of strategic initiatives under the supervision of the Managing Director of Workforce Development and supports overall program development and operational excellence. This role is designed to strengthen departmental infrastructure by addressing gaps in knowledge, systems, and skills; improving internal procedures; and ensuring strong alignment across finance, human resources, data management, and program performance.

The Program Administrator is responsible for all components of post-award grant and contract management, including compliance, reporting, staff training, and performance monitoring. The individual serves as the primary internal and external point of contact for grant and contract compliance, reporting, and operational readiness, while also providing hands-on administrative and strategic support to ensure programs operate efficiently and sustainably.

Demands of Position

Work requires visual acuity to perform extensive reading, conduct inspections, and regularly perform administrative and computer work; vocal communication is required for clearly expressing or exchanging ideas by means of spoken word in both large and small groups; hearing is required to accurately perceive information at normal spoken word levels in both small and large settings; work requires preparing, analyzing and sharing written communication in a clear and concise manner  and observing general surroundings and activities. Work requires flexibility to adapt to frequently changing priorities in a demanding environment with inflexible /deadline requirements. Must be able to concentrate on tasks, manage a varied schedule, and effectively manage frequent interruptions of work.

Key Responsibilities

●      Ensure timely submission of all grant and contract reports, including financial and programmatic reports.

●      Audit program data and files to ensure compliance with funder requirements; conduct regular spot checks to confirm outcomes are tracked accurately.

●      Serve as a resource and primary point of contact for grant-funded program managers regarding compliance, reporting, and documentation.

●      Provide training, oversight, and ongoing support to staff responsible for grant reporting and recordkeeping.

●      Collaborate with the Managing Director of Workforce Development, Program Directors, and Finance department to establish, revise, and implement grant compliance and reporting policies and protocols.

●      Monitor expenditures of department funds; analyze data, operational, and management reports; review, and submit reports concerning activities, budget, expenses, and other items affecting program services.

●      Works closely with the Finance department to ensure the appropriate management of resources for program services; ensures efficient operations and compliance with budgetary limitations; develops and submits budgetary recommendations to Finance.

●      Oversee contract negotiations and agreements for funding and implementation of programs; develop professional services requests, review proposals, select contractors, prepare contracts; oversee implementation of contracts; ensure that obligations are met; that invoices are received, processed, and within parameters of contract budget.

●      Support programmatic budgeting in collaboration with Managing Director of Workforce Development and Program Directors, ensuring alignment between program goals, grant requirements, and available resources.

●      Develop and maintain clear, accessible budget tracking tools for programs and grants.

●      Monitor expenditures against approved budgets and flag risks, variances, or compliance concerns.

●      Support financial reconciliation processes, including coordination with finance staff and review of budget-related documentation.

●      Mentor and lead an exceptional and diverse staff of individuals.

●      Works closely with the Human Resources to determine, plan and implement recruitment efforts to maintain optimal staffing.

●      Direct and oversee Program Directors in the assignment and conduct of their respective program areas to include hiring, training, coaching, evaluating, disciplining, and recommendation for change in status, including promotion, demotion, suspension, and termination.

●      Support the development and maintenance of clear job descriptions aligned with program and organizational needs.

●      Assist with performance management processes, including goal-setting, documentation, and improvement planning.

●      Support onboarding and offboarding processes to ensure staff transitions are smooth, compliant, and well-documented.

●      Assist leadership in navigating staff-related challenges, including crisis management and corrective action processes and performance improvement, in alignment with organizational policies.

●      Support staff development through structured training, coaching, and capacity-building initiatives.

●      Identify performance gaps and work with leadership to design and implement targeted interventions.

●      Document, communicate, and reinforce best practices across workforce development programs.

●      Assist with planning and coordinating professional development opportunities for department staff.

●      Partner with the Managing Director of Workforce Development to craft, document, and communicate a clear strategic plan for the Workforce Development department and its programs.

●      Support forecasting and planning efforts by aligning program goals, staffing plans, and funding requirements.

●      Assist in establishing key performance indicators (KPIs) to measure program effectiveness, operational efficiency, and funder outcomes.

●      Identify risk factors that could impact program performance or compliance and develop action plans to mitigate them.

●      Assist in the oversight of Birdseye and other data management systems to ensure accurate, timely, and complete data entry.

●      Ensure alignment between filed documentation and inputted data across systems.

●      Align program performance expectations with funding goals and compliance requirements.

●      Develop and monitor regular processes for data review, quality assurance, and continuous improvement.

●      Oversee daily administrative operations of the Workforce Development department under the guidance of the Managing Director of Workforce Development.

●      Manage and support administrative processes including timesheets, PTO form processing, check requests, reimbursements, procurement, and vendor coordination.

●      Assist with technology-related administration, including contracts, tools, and access management.

●      Support account reconciliations (e.g., Truist) as assigned.

●      Provide hands-on support to translate ideas into actionable plans and monitor progress.

●      Support departmental prioritization and workflow planning.

●      Perform other duties as assigned to support departmental and organizational goals.

Key Qualifications

●      Bachelor’s degree with relevant professional experience.

●      Master’s degree preferred

●      Minimum of three (3) years of demonstrated experience in grant and/or contract administration.

●      Strong written and verbal communication skills.

●      Highly detail-oriented, data-driven, and organized, with the ability to manage multiple priorities.

●      Demonstrated ability to manage and track multiple budgets.

●      Proven problem-solving skills and ability to develop creative, practical solutions.

●      Experience building staff capacity through training, mentoring, and coaching.

●      Self-motivated, reliable, and able to work independently while collaborating across teams.

Disclaimer

The statements above are intended to describe the general nature and level of work being performed and are not an exhaustive list of all responsibilities, duties, or skills required. Personnel may be required to perform duties outside of their normal responsibilities as organizational needs evolve.