Hiring the Right Team for Your state or Grant-Funded Afterschool Program: A Veteran Director’s Guide

Running a successful afterschool program is about more than planning homework help and fun activities—it’s about choosing the right people to carry out your vision. As a veteran afterschool program director, I’ve seen firsthand that staff can make or break a program. And when your program is grant-funded, every hiring decision matters twice as much. The staff you bring on board must not only connect with students and families but also meet specific grant and compliance requirements.

Why Staff Selection Matters

Your staff are the front-line leaders who shape student experiences every day. They set the tone for safety, engagement, and learning. A great hire can strengthen relationships with families and improve outcomes, while a poor hire can create compliance risks or even jeopardize your grant funding. In short, the right staff ensures your program thrives, remains sustainable, and consistently meets funder expectations.

Do’s and Don’ts When Hiring Afterschool Staff

Do:

• Hire individuals who understand youth development and can build positive relationships.

• Align job descriptions with grant requirements, making expectations clear from the start.

• Verify all credentials, references, and background checks—compliance is non-negotiable.

• Prioritize staff who demonstrate flexibility, problem-solving skills, and cultural competency.

Don’t:

• Choose staff just because they’re enthusiastic; passion must be backed by qualifications.

• Ignore training requirements or assume staff will “pick it up as they go.”

• Overlook the importance of communication—between staff, students, and families.

• Forget to document your hiring process, which may be required for audits or grant reports.

Best Practices for Selecting the Right Team

When building your team, look beyond résumés. Consider conducting working interviews or trial activity sessions so you can see candidates interact with children. Create interview panels that include current staff or community partners to gain different perspectives. Offer realistic job previews—letting candidates know about the challenges and rewards—so you attract those who are truly committed. Finally, provide structured onboarding and professional development to retain strong hires and reduce costly turnover.

Don’t Look for Perfect—Look for Potential

One mistake many directors make is trying to hire only “perfect” candidates. The truth is, some of your best staff may not check every box at the start but can soar with additional training and support. A prospective hire who shows passion, patience, and a willingness to learn can often become a star team member with the right professional development. Focus on candidates who have the heart for youth work and then invest in training for areas like behavior management, academic support, and program planning. As a consultant, I also offer professional development workshops to help programs polish and prepare staff for long-term success.

Always Follow Your Grant Requirements

Every grant is different, but most outline staffing requirements such as ratios, minimum qualifications, or mandatory training hours. Skipping these steps can result in findings during monitoring visits or even loss of funding. Before extending an offer, review the staffing section of your grant agreement. If in doubt, confirm with your grant manager to avoid compliance issues down the line.

Suggested Interview Questions

To make sure you’re selecting candidates who fit your program’s mission and funding guidelines, ask questions such as:

1. What motivates you to work with children in an afterschool setting?

2. How would you support a student who is struggling with homework or behavior challenges?

3. Describe a time you had to follow strict rules or guidelines while still being creative. How did you manage it?

4. What role do you believe afterschool programs play in youth development and community impact?

5. How do you ensure inclusivity and cultural respect in your work with children and families?

Building a Team That Lasts

Hiring the right staff isn’t just about compliance—it’s about building a team that believes in your mission. Staff who are trained, supported, and aligned with your program values are more likely to stay long-term, creating consistency for students and families. Remember: when staff thrive, students thrive. By making intentional hiring choices and investing in professional development, you ensure your afterschool program meets both grant requirements and the needs of your community.

Final Thought

Strong afterschool programs are built on strong staff. As a director, your responsibility is not only to fill positions but to invest in people who can carry your mission forward. Choose wisely, train consistently, and build a team that helps your grant-funded program shine year after year.