Program Manager

Organization Overview

Founded in 2015, Pregnant with Possibilities Resource Center (PPRC) provides culturally responsive perinatal education, sexual health education, care coordination, and community-based support. Our programs help participants navigate barriers, strengthen family well-being, and pursue healthy outcomes and meaningful opportunities.

Position Summary

The Program Manager coordinates the day-to-day operational delivery, quality assurance, compliance monitoring, and continuous improvement of PPRC's M.O.M. Program, Endless Possibilities, After Party, and related program initiatives. Reporting directly to the Director of Programs (DOP), this position ensures program schedules, curriculum implementation, documentation, participant engagement, service continuity, and grant deliverables are executed consistently with approved plans and organizational standards.

This is a program-oversight and coordination position, not a people-management position. The Program Manager works collaboratively with Care Coordinators, Facilitators, and other staff as a functional peer; no employees report directly to this role. The DOP retains supervisory authority, including staff assignments, evaluations, coaching, corrective action, leave approval, and personnel decisions. The Program Manager monitors program processes, communicates expectations established by leadership, documents findings, and escalates personnel or performance concerns to the DOP.

Essential Duties and Responsibilities

1. Program Operations and Delivery

• Maintain program implementation calendars, cohort schedules, session logistics, materials, and work plans in coordination with the DOP and assigned staff.
• Monitor program readiness and execution for M.O.M., Endless Possibilities, After Party, and community support activities; identify service gaps and coordinate operational solutions.
• Track enrollment, attendance, participant retention, completion, referrals, postpartum engagement, and program outcomes using approved reports; present actionable trends to the DOP.
• Demonstrates proficiency in generating, analyzing, and interpreting reports across all Electronic Health Record (EHR) and case management systems to support program evaluation, performance monitoring, continuous quality improvement, and compliance with organizational and funder reporting requirements.
• Coordinate program supplies, distribution logistics, inventory needs, and approved purchasing requests within established budgets and procurement procedures.
• Maintain project timelines, action logs, reporting deadlines, referral management and deliverable trackers; communicate risks and overdue items promptly to the DOP.

2. Compliance, Documentation and Quality Assurance

• Monitor fidelity to approved curricula, participant eligibility requirements, organizational SOPs, funding conditions, and applicable privacy and documentation standards.
• Conduct scheduled program-process and documentation quality checks; summarize exceptions, trends, and proposed process improvements for DOP review.
• Review program data for completeness, accuracy, and timeliness, including care coordination activity and HUB-related documentation where applicable; refer approvals or signoffs to authorized personnel.
• Support audit readiness through organized records, evidence of services, approved corrective-action tracking, and timely reporting of compliance risks.
• Draft and update program SOPs, checklists, session tools, and workflows in partnership with the DOP.

3. Cross-Functional Coordination and Program Continuity

• Collaborate with Care Coordinators, Facilitators, administrative staff, and organizational partners to coordinate program deliverables while modeling organization standards and excellence at all times.
• Provide direct facilitation or eligible care coordination support as needed.
• Communicate program-process reminders, timelines, and approved procedures to relevant staff; route individual performance, attendance, conduct, and workload concerns to the DOP immediately when issues are identified.
• Assist with role-specific orientation and training on approved curricula, workflows, documentation practices, and program systems, as directed by the DOP.

4. Partnerships, Reporting and Continuous Improvement

• Coordinate referral pathways and operational relationships with schools, healthcare providers, community agencies, and service partners in collaboration with leadership.
• Support preparation and tracking of program-related MOUs, partner deliverables, invoices, and agreements; obtain required leadership approval before commitments or signatures.
• Prepare accurate program updates, funder-report inputs, dashboards, and recommendations based on verified case-management and operational data.
• Identify barriers to participant access and completion; recommend feasible improvements, document approved actions, and monitor results.
• Represent PPRC at approved meetings and community activities consistent with organizational messaging and delegated authority.
• Reporting Relationships and Decision Authority
• Reports directly to: Director of Programs. Direct reports: None. The Program Manager is accountable for program processes, deliverables, monitoring, and escalation, not for supervising personnel. Staff remain accountable to their designated supervisor for job performance, timekeeping, leave, coaching, and disciplinary matters.

Qualifications

• Bachelor's degree in public health, social work, nonprofit management, education, or related field, or equivalent relevant experience.
• Three to five years of progressively responsible program coordination, quality assurance, or nonprofit service-delivery experience; maternal and child health experience preferred.
• Experience with curriculum-based group programming, program data, documentation quality, and community resource coordination.
• Working knowledge of confidentiality, trauma-informed service delivery, referral systems, and grant-funded program accountability.
• Proficiency with Microsoft Office, shared document systems, case management platforms, and project-management tools; ability to learn PPRC-approved systems.

Preferred: graduate education; familiarity with Pathways Community HUB workflows, funder reporting, MOUs, and program budgets.

Performance Expectations

• Program calendars, reports, and assigned deliverables are accurate, current, and completed by approved deadlines.
• Program documentation reviews and follow-up logs are completed on schedule, with exceptions escalated and tracked to resolution.
• Program data and reporting are reconciled to approved source systems; confidentiality and documentation requirements are consistently observed.
• Participant experience, program continuity, and curriculum fidelity are supported through timely cross-functional coordination.
• Communication with the DOP is proactive, concise, solutions-oriented, and respectful of established supervisory boundaries.

Work Environment and Employment Conditions

This position operates across various settings, including PPRC offices, program sites, and community-based locations. The role requires flexibility to accommodate organizational and programmatic needs, including occasional evening and weekend hours and local travel in accordance with approved program schedules. Responsibilities may involve routine physical activities, including lifting, carrying, and transporting program materials weighing up to 20 pounds. The employee is expected to maintain a minimum 40-hour workweek and demonstrate the flexibility, professionalism, and accountability necessary to fulfill assigned responsibilities and support PPRC's operational standards.

Equal Employment Opportunity

PPRC is an equal opportunity employer and makes employment decisions without discrimination on any basis protected by applicable law. Reasonable accommodations are provided in accordance with applicable requirements.