POSITION TITLE: Program Assistant
DEPARTMENT:Early Childhood Services
LOCATION(S): The Bronx
REPORTS TO: Site Director
SALARY RANGE: $39,990.19-44,218.43 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)
DATE:April 2025
SCHEDULE: Monday-Friday, 8am - 4pm, 9am - 5pm or 10am - 6pm. Schedule may vary due to program needs.
JOB SUMMARY: Responsible for administrative and program support services for the Early Childhood Programs. This position includes eligibility, recruitment, selection and attendance efforts to maintain full funded enrollment for all program options. For the start-up phase for 2 years this will be an evolving position. Interim roles and responsibilities will be adjusted, and this position requires an individual to be flexible. Job responsibilities will be revisited once all center-based sites are up and running.
EDUCATION, EXPERIENCE AND SKILL REQUIREMENTS: - Associate Degree, or BA Degree in Business Administration or related field required
- Excellent oral & written communication skills, some administrative experience preferred
- Excellent interpersonal skills
- Able to work independently & collaboratively
- Well-developed organizational skills including the ability to multi-task & manage time effectively
- Able to create, maintain and manage internal record-keeping on an ongoing basis
- Experience working with and knowledge of community resources, preferred
- Ability to foster and maintain positive, professional relationships with participating families
- Ability to use public transportation and travel independently
- Proficient computer skills including strong working knowledge of Microsoft Word and Excel
- Proficiency in Microsoft Word & Excel Well-developed organizational skills including the ability to multi-task & manage time effectively
- Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
- Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state)
- Meet all employee health requirements in Head Start Performance Standards/Head Start Act 2007
- Bilingual English/Spanish Preferred
ESSENTIAL DUTIES AND RESPONSIBILITIES: Under the direct supervision of the Site Director, the Program Assistant shall be responsible for:
- Maintain ongoing communication with current families & facilitate intake for new families
- Maintain budget functions in partnership with fiscal department and delegate sites; program supply & office supply ordering - follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, parent fees and summary report if applicable, track volunteer time, & coordinate staff access to ADP timecards for submission to payroll
- Assist teachers with classroom related administrative responsibilities and assist in classrooms & socializations as needed; duties may include translating for home visits and assist with handling children transported by bus services
- Assist with all clerical functions for the program, including document preparations for meetings and reporting for all staff members; answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed
- Responsible for tracking attendance, unexpected absence call log, enrollment, volunteers and in-kind in data systems (Excel, COPA, WES or DOE vendor portal) also help support staff with meeting 97% of enrollment at all times.
- Process required staff & volunteer forms/documents
- Maintain inventories for janitorial, office and kitchen supplies
- Maintain waitlist database & lead year round program recruitment plan including recruitment activities, post materials, attend community outreach events, coordinate open houses and other related functions
- Strategize recruitment methods utilize program data sources, (i.e. Community assessment, data and events, social service partners and any other resources such as social media) to development and implement annual outreach plan to increase Head Start/ EHS visibility and enrollment
- Develop partnerships in the Bronx community
- Ensures programs maintain funded enrollment level and waiting list, assist to fill vacancies as need at individual sites and analyze enrollment data to inform the planning process
- Participate in annual self-assessment, community assessment, & ongoing monitoring
- Assist with ERSEA audit reviews and risk management activities
- Maintain budget functions for partnership & overall delivery of comprehensive services that includes: coordinating with BTQ Fiscal Monitor on partner inquiries, maintaining efficient record keeping systems of program supplies, expenses and office inventory, processing of program supplies orders, diapering supplies and classroom materials and furnishings for Partner sites, follow up with vendors, preparation of check requisitions
- Perform other center related duties around enrollment, scheduling, & parent communication
- Liaison for Cool Culture participation & manage required paperwork/communication with families
- Other projects & program/fiscal responsibilities as assigned
PRE-EMPLOYMENT REQUIREMENTS: - Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
- Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
- Mandated Reporter training certificate (every 2 years) and comply with agency's policy and procedure regarding identification and reporting of child abuse and neglect
- Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.
HOW TO APPLY: Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for. If selected, we ask that you also provide us with three (3) professional references that we can contact (at least two (2) professional references should be from a former supervisor). Please click on the link provided below, or use the link in a search bar and apply online through our career center.
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No phone calls, please.
Please be advised that job offers can only be made once your clearances come through.
EQUAL OPPORTUNITY EMPLOYER (EOE)