Administrative Assistant @ School-Based Program in Sunset Park

JOB TITLE: Administrative Assistant

LOCATION: School-based site in the Sunset Park neighborhood

PAY RATE: $20/hr

Exemption: Non-Exempt

PURPOSE OF THE POSITION: To provide essential multi-faceted support to CFL’s school-based program, particularly through office/administrative duties and family engagement.

REPORTS TO: Program Director

SUPERVISES: N/A

I. SPECIFIC RESPONSIBILITIES include, but are not limited to

• Assist with daily administrative tasks: maintaining weekly attendance rosters, keeping accurate daily headcounts, and overseeing sign-out for early pick-ups
• Answering office phones, making phone calls to parents as needed
• Use translation services and creativity to communicate with families across language barriers
• Check voicemail, site email, and other communication apps and respond accordingly
• Maintain online attendance databases and run regular data reports to check for accuracy
• Manage enrollment processes, transferring registration information from paper forms to online system and creating rosters in Excel
• Ensure that student files are up to date throughout the year
• Keep highly organized paper/electronic files and detailed spreadsheets
• Clean and organize office space; responsible for upkeep of technology, equipment, and office supplies
• Design and implement new systems to streamline administrative procedures
• Make and distribute copies of permission forms and flyers; compose and send email blasts with program announcements
• Translate program and parent outreach documents
• Provide sensitive interpretation services during conversations and interventions with students and families
• Contribute to the planning and execution of special events and other community-building activities
• Occasionally supervise and provide social-emotional support to program participants in groups and individually
• Attend weekly staff meetings and other mandatory professional development workshops
• Some evening and weekend hours are required throughout the year; may occasionally stay after scheduled shift to supervise late pickup

II. QUALIFICATIONS

• Education/Degree minimum requirement: High School Diploma or Equivalency Diploma (BA, a plus)
• Experience: 2 years of after-school program/office experience or currently in college
• Good verbal and writing skills
• Highly organized and able to manage time efficiently
• Detail-oriented, dependable, and pro-active
• Excellent organizational skills
• Strong youth development background
• Must love children, working in groups, and being part of a community
• Flexibility and the ability to work well as a member of a team
• Interested in managing and creating positive experiences for groups of youth, including participants with special needs and challenging behaviors

III. RELATIONSHIP WITH OTHERS

• Build and maintain close, daily interactions with participants, co-workers, and supervisors
• Effectively communicate with children, teenagers, parents, and outside agency staff
• Forge a mutually respectful partnership with the people served and their families
• Maintain contact as needed with participant’s families, school personnel, external community groups to co-exist in the same space
• Have a strong sensitivity to cultural and identity differences among staff and clients within our organization
• Possess a strong belief in everyone’s ability to grow and change

IV. WORKING CONDITIONS

• Actively engage and interact with teens, parents, coworkers, and outside agency staff
• Fast paced, high-energy environment
• Work primarily in an office setting
• Considerable time is spent at a desk using a computer

V. SCOPE OF RESPONSIBILITY

The Administrative Assistant focuses on completing essential administrative tasks to support the management of the organization and program

Benefits

Medical, dental, vision, and life insurance benefits along with the opportunity to participate in additional voluntary life, disability, and 403B retirement plan. Up to four weeks of paid vacation. Weekly individual supervision and ongoing professional development.

SCHOOL YEAR SCHEDULE

Full Time (35 hours per week)

Monday to Friday, 10am to 6pm

One to two evenings, to be scheduled

Occasional holiday camps and extended professional development days