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Program Administrator (Supervising) (Water Education & Volunteer Program Supervisor)
Valley Water

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Program Administrator (Supervising) (Water Education & Volunteer Program Supervisor)

Valley Water
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Job Summary

Job Type
Job Last Posted
Job posted 18 days ago
Job Role
Head of Program
Employer's Industry

Job Description



Civic Engagement Unit (Position Code 0982)

A 2.5% supervising differential will apply


The Supervising Program Administrator for the Water Education and Volunteer Program in the Office of Civic Engagement under the External Affairs Division will be responsible for the management and oversight of the Education Outreach Program, the Water Supply Tour Program (which includes Pacheco Expansion Project and the Recycled/Purified Water Program) and the Year-Round Volunteer Program. The position will have direct responsibility in ensuring the successful implementation of the new expanded Water Supply Tour Program to engage the community on the vast efforts Valley Water is undertaking to ensure long-term and sustainable safe, clean water supply. The position will also oversee the performance and activities of the Education Outreach Program, ensuring the successful delivery of enrichment programming to school aged youth in Santa Clara County. Additionally, the position will be responsible for growing the year-round volunteer efforts, developing new volunteer opportunities, implementing strategies for the recruitment and retention of volunteers, and the programmatic management of the annual Water 101 Academy.

The Supervising Program Administrator will ensure the adherence to program goals and workplan objectives, policies, procedures and priorities and will monitor and evaluate and report on the efficiency and effectiveness of each program and service delivery methods. They will use their analytical skills to assess program needs, recommend modifications for improved efficiency and incorporate modifications.

This position supervises: two PIR III positions; three PIR II positions; and a team of interns and temporary staff.

Key Responsibilities include, but are not limited to:
Education Outreach

  • Identify, develop and implement communication objectives and strategies to enhance stakeholder and public engagement.
  • Schedule a variety of educational events, organize and arrange comprehensive training for students from the 4th to 8th grade.
  • Outreach to build and sustain a volunteer Docent support group.
  • Develop, review and implement program schedules, activities and operations.Expanded Water Supply Tour Program
  • Oversee the development and production of all Pacheco expansion project and recycled/purified water outreach materials, including key messages, brochures, fact sheets, presentations, FAQs, signage, banners, displays, videos, internal and external articles.
  • Ensure timely deliverables for the Recycled/Purified Water Outreach Program.
  • Oversee and manage the outreach tour program, plan training materials and schedule events.
  • Manage public perception surveys for the Recycled/Purified Water Outreach Program.
  • Direct and oversee consultants and external outreach professionals.
  • Make presentations to the community and prepare special reports and provide updates to the Board, Board committees, including advisory committees, ad hoc committees, management and external stakeholders, joint committees.Volunteer Program:
  • Manage the Water 101 Academy, including leading the project team, oversee and participate in project team efforts, goals and objectives to organize the resources required to perform the tasks.
  • Develop strategies and tools to recruit and retain volunteers.
  • Assign work to team members to carry out project plan and objectives.
  • Monitor and review program to ensure accuracy and efficiency of activities.For all programs:
  • Interpret regulatory requirements and proposals and advise Valley Water staff.
  • Develop new processes and procedures to meet new or anticipated requirements.
  • Participate in the development and administration of the program annual budget with the OCE Manager; forecast funds needed for staffing, equipment, materials and supplies; approve expenditures and recommend budgetary adjustments to unit manager as appropriate and necessary.
  • Prepare and distribute correspondence as related to all programs' operation.
  • Oversee, assign, review and evaluate the work of staff and provide training to assigned staff.
  • Technically lead staff, including temps or interns, evaluate the effectiveness of the effort and make improvements, develop processes and procedures associated with the program.Ideal Candidate's Background Includes:
    Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria listed below.


Ideal Experience:

  • 6 years of increasingly responsible program management experience in community outreach, civic engagement or educational programming.
  • Experience leading education and/or outreach programs including programs requiring docents or volunteers.
  • 1 year of providing supervision/management to full-time staff is preferred.
  • Experience in community outreach and engagement efforts in diverse and economically disadvantaged communities.
  • Proven experience leading and managing full-cycle public, private and non-profit outreach programs including implementation of events, coordination and growth of volunteers, development and distribution of correspondence, program evaluations and surveys.
  • Experience planning, developing and monitoring budgets.
  • Proficient in Microsoft Office Suite, specifically Excel, Word and PowerPoint.
  • Experience using online tracking software or databases.
  • Experience preparing written reports and presentations for Board of Directors, committees, advisory committees, and internal and external stakeholders.Ideal Skills and Abilities:
  • Manage and direct the outreach efforts resulting in a successful education outreach, year-round volunteer and expanded water supply tour program.
  • Develop and administer assigned program goals, objectives and procedures.
  • Analyze and assess programs, policies and operational needs and make appropriate adjustments.
  • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals and objectives.
  • Excellent communication and leadership skills, with the ability to communicate clearly and effectively, both verbally and in writing.
  • Lead and coordinate with outside resources to develop appropriate teams to meet the projects goals.
  • Juggle competing priorities and complete tasks on time.
  • Ability to work well in a team environment.Ideal Knowledge:
  • Outreach, communication, and volunteer engagement strategies.
  • Principles and practices of program development, administration, and evaluation.
  • Advanced principles and techniques of research, investigation, and analysis.
  • Principles of business letter writing and report preparation.
  • Principles and practices of budget preparation and administration.Ideal Training and Education:
  • Bachelor's degree in Business Administration, Communications, Public Relations, Education, Environmental Science, or related field.


Required License or Certificate


Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here (Download PDF reader)


Selection Process


(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.


NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.

Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request.

Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise the Office of Talent and Inclusion in advance of any special needs by calling 1-408-630-2260.

Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. The Office of Talent and Inclusion staff are not authorized to make copies of application materials for applicants.

The Santa Clara Valley Water District, now known as Valley Water, offers a comprehensive benefit package including, vacation, holidays, and sick leave as well as medical, dental, vision, EAP, life and disability insurance. In addition, Valley Water participates in the California Public Employees' Retirement System (PERS).

Business Overview

Our Story

The Santa Clara Valley Water District manages an integrated water resources system that includes the supply of clean, safe water, flood protection and stewardship of streams on behalf of Santa Clara County's 1.8 million residents. The district effectively manages 10 dams and surface water reservoirs, three water treatment plants, a state-of-the-art water quality laboratory, nearly 400 acres of groundwater recharge ponds and more than 275 miles of streams. We provide wholesale water and groundwater management services to local municipalities and private water retailers who deliver drinking water directly to homes and businesses throughout Santa Clara County.

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