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Grand Street Settlement · 1 day ago

Program Assistant

Bronx, NY

Full-time

Onsite

New Grad, Entry Level

$40K/yr - $44K/yr

Grand Street Settlement is an organization focused on providing support and services to families in the community. The Program Assistant will be responsible for administrative and program support services for the Early Childhood Programs, including maintaining enrollment, assisting teachers, and managing budget functions.

Communities

Responsibilities

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

Qualification

Associate DegreeBA DegreeMicrosoft WordMicrosoft ExcelBilingual English/SpanishMulti-taskRecord-keepingCommunication skillsInterpersonal skillsOrganizational skills

Required

Associate Degree, or BA Degree in Business Administration or related field required

Excellent oral & written communication skills

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

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

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