Outreach and Education Manager

Title: Outreach and Education Manager
Work week: 40 hours/week
Reports to: Executive Director
Overall Responsibility: Work with staff and board to fulfill the mission of The Scrap Exchange by taking lead role in assuring the organization’s creative arts programs, educational activities, and community events are contracted, staffed, and facilitated to provide safe and high quality creative reuse opportunities for clients and communities. Outreach and Education Manager assures the activities run in a fiscally responsible and sustainable manner.

Primary Duties and Responsibilities:

Program Management:

  • Respond to inquiries with information about programming options and cost while providing courteous, friendly and efficient customer service
  • Send price estimates and follow up on tentative bookings
  • Send out contracts, and ensure we have a contract for all events booked
  • Log deposits and returned contracts in database; organize paperwork in binders
  • Book new events and enter all event information into database
  • Staff events 2-3 weeks in advance
  • Several days before all off-site events, reconfirm details with sponsor including inclement weather and event cancellation policy; confirm sponsor information with staff
  • Introduce Field Trip participants to the Make N Take room and give tours upon request
  • Send evaluation survey to receive feedback from event organizers
  • Provide post-event follow-up for on-site activities as needed

Current Programs Include: Environmental Awareness Programs (Waste Reduction Workshops + Green Forum), Creative Arts Programming ( Events, Schools, and Field Trips), Classes, Professional Development, Teambuilding, Parties (Make N Take, Art Parties, and Scrappy Hour), Community Events, and Room/Facility Rentals.

Budgets and Reporting:

  • Adhere to budgets related to outreach program set by the Finance Director
  • Set monthly budget goals and track payments
  • Track and calculate number of event attendees
  • File paperwork from on-site events and update the database with relevant post-event information, including payments and key information for future events

Creative Classes:

  • Maintain core class schedule: Beginning Sewing, Intermediate Sewing, Knitting, Crochet, Screen Printing
  • Explore options for new classes based on reuse, current trends, and difficult to use materials
  • Maintain equipment and ensure that necessary materials are available for instructors
  • Coordinate with class instructors to schedule programming for Design Center

Supervision + Managerial Duties:

  • Supervise Outreach and Education Asst. Manager, Community Events Coordinator, Outreach Staff, and Class Instructors
  • Recruit and train event staff and class instructors
  • Review timesheets for accuracy and submit timesheets and check requests on a bi-weekly basis
  • Complete and file all new hire paperwork
  • Complete background checks for new staff when necessary
  • Coordinate with management team to ensure procedures are being upheld

Administrative Duties:

  • Maintain and organize follow-up information and surveys for internal and external reporting
  • Maintain manual, work plan and participate in annual evaluation process
  • Maintain program calendars (Google, website, upcoming events for staff)
  • Maintain information in the Programs Notebook at the front register

Program Development:

  • Explore opportunities for program growth and development
  • Develop systems to improve efficiency and effectiveness in booking and delivering programs
  • Develop new business opportunities through outreach to potential clients, expanding current markets, and periodically traveling to trade shows to market and promote our creative and educational programs
  • Coordinate with Marketing Director to schedule marketing for all programming using social media
  • Work with Design Manager to develop appropriate marketing collateral for programs
  • Coordinate with other staff to send appropriate SE promotional materials to events

Materials and Room Maintenance:

  • Collaborate with staff to ensure materials are stocked in the Make N Take Room and offsite programing
  • Oversee preparation of materials for on-site and off-site programs
  • Supervise volunteers helping with processing and sorting program materials
  • Keep Design Center and Make N Take Room clean and organized; work with staff and volunteers to maintain the room
  • Maintain a list of repair professionals for equipment in the Design Center; schedule repairs as necessary
  • Work with other staff to divert fun, colorful materials for creative, educational programs
  • Maintain adequate supply of tools and supplies (scissors, tape, staplers, etc.)

Room Rentals:

  • Respond to inquiries regarding room rentals
  • Provide rental contract and site map to renters
  • Coordinate with other staff to schedule an onsite point person for renters
  • Set clear expectations for both the renter and the onsite staff contact
  • Confirm event insurance/liability coverage

Shared Responsibilities:

  • Maintain and organize follow-up information and surveys for internal and external reporting
  • Be available to give binders to outreach staff as needed with other staff
  • Serve as back-up staff for on-site and off-site events
  • Pick up and return rental trucks as needed on a rotating basis with other staff
  • Offer organizational support for operations, subbing for sick/vacation and general filling in as needed

Compensation: $25,920- $28,800 (Not including monthly insurance stipend)


  • Health Insurance stipend up to $200.00 monthly
  • Workers Compensation
  • Unemployment insurance
  • Paid time off, according to percentage of hours worked:
  • 10 discretionary days (New Year’s Day, Thanksgiving Day, Christmas Day, and Boxing Day included in the discretionary days) 5% of total hours worked if less than 2 yrs, 7.25% 2 – 5yrs, 10% 5+ yrs

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Application information:
Please submit resumes to Anna Graves at

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