Teens Department Associate

POSITION OVERVIEW:
Under the supervision of the Director of Teen Services, the Tees Department Associate is responsible for performing and managing administrative, programming, and systems related activities.

QUALIFICATIONS: High School Diploma or GED; computer proficiency; minimum one year office experience; strong organizational, verbal and written communication skills; bilingual English/Spanish preferred

Administrative and Operational Responsibilities

• Manage and oversee a variety of administrative and program-related activities within the department, ensuring smooth and efficient operations.
• Act as the primary point of contact and liaison, fostering communication with other departments and external organizations to address and resolve day-to-day issues and concerns effectively.
• Utilize an in-depth understanding of departmental workflows and operations to create clear, concise technical and administrative documents, correspondence, and reports tailored to diverse audiences.
• Maintain, organize, and update tracking systems and departmental files to ensure accessibility and accuracy, including participant records, staff documentation, and contractual materials.

Data Management and Reporting

• Gather, analyze, and compile data to produce detailed monthly reports, covering enrollment statistics, attendance records, and partnership activity logs.
• Ensure timely collection and entry of required data to maintain updated and reliable records that inform decision-making processes.

Participant Support

• Handle participant enrollment procedures, guaranteeing that all enrollment documentation is complete, accurate, and securely stored.
• Maintain essential participant-related documents, such as rosters, attendance sheets, emergency contact lists, and other pertinent records, ensuring their availability for program operations and emergencies.

Program Support and Development

• Assist in identifying and solving administrative and programming challenges to achieve program objectives and enhance operational efficiency.
• Collaborate with the Director to plan, coordinate, and facilitate workshops for interns, ensuring they align with programmatic goals and foster skill development.
• Conduct weekly check-ins with interns to monitor progress, address challenges, and develop actionable plans for their personal and professional growth.

Community Engagement and Continuous Improvement

• Participate actively in community-building initiatives to strengthen organizational outreach, foster partnerships, and enhance overall program effectiveness.
• Work closely with the Evaluation and Quality team to analyze data, identify strengths and areas for improvement, and implement action steps as part of the Continuous Quality Improvement (CQI) process.

Additional Responsibilities

• Schedule and manage appointments, maintain departmental calendars, and coordinate events, including gym usage and other activities as required.
• Monitor and maintain inventory levels for program and office supplies, processing orders, verifying invoices, and ensuring timely replenishment.
• Guide and support the orientation process for interns and volunteers, helping them integrate successfully into the program.
• Engage in ongoing professional development to stay updated with evidence-based best practices, applying them to program delivery and participant engagement.
• Respond to inquiries from visitors, manage incoming and outgoing correspondence, and ensure the department's commitments and follow-ups are handled promptly.
• Perform other related duties as assigned. 

WORKING CONDITIONS:
 Travel between multiple sites consisting of school, office, and community center environments.

PHYSICAL REQUIREMENTS:
The position requires constant communication with participants and co-workers; must exchange accurate information in these situations, lift 25lbs and remain stationary for long periods.

Hudson Guild is an equal opportunity employer.