Program Assistant

TITLE: Program Assistant/ERSEA

DEPARTMENT: Early Childhood

LOCATION: 850-856 50th St., Brooklyn, NY 11220

REPORTS TO: Center Director

SALARY RANGE: $39,990.19 - $44,218.43 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

DATE: January 2025

SCHEDULE: Monday - Friday, 8am - 4pm, or 9am - 5pm. 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.

Education, Experience And Skill Requirements

• AA or AAS Degree required, BA in Business, Accounting or related field
• Excellent oral & written communication skills, some administrative experience preferred
• 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
• Bilingual English/Spanish or English/Chinese preferred
  
  

Pre- Employment Requirements

• Clearance through DOI Fingerprint Screening, NYS Central Registry, Sex Offender Registry clearance, 3 reference checks, physical examination with updated TB test, varicella, Tdap, MMR (fees may apply)
• Obtain 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.
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start Performance Standards.
  
  

Essential Duties And Responsibilities

Under the direct supervision of the Center 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
• Record monthly fire drills according to DOHMH requirements
• 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 Lower East Side and Brooklyn 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
• Perform other center related duties around enrollment, scheduling, & parent communication
• Liaison for Cool Culture participation & manage required paperwork/communication with families
• Support program compliance by obtaining F-01, F-07, and S-95 certificates as second means of certificate holder on site
• Other duties as assigned
  
  

EQUAL OPPORTUNITY EMPLOYER (EOE)

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. https://workforcenow.adp.com/jobs/apply/posting.html?client=grandst&ccId=19000101_000001&type=MP&lang=en_US

No phone calls, please. Please be advised that job offers can only be made once your clearances come through!