Program Assistant

Grand St Settlement Inc.

Employer page

#Interpersonal Skills #Excel #Organizational Skills #Flexibility #Attendance #Recruitment #Microsoft Word #Payroll #Multi-tasking

Quick overview

This role is responsible for providing administrative and program support services for Early Childhood Programs, focusing heavily on eligibility, recruitment, selection, and attendance efforts to maintain full funded enrollment. Key duties include maintaining communication with families, managing budget functions in partnership with the fiscal department, assisting teachers with administrative tasks, and tracking various program data systems.

Requirements summary

Candidates must possess an Associate Degree or a Bachelor's Degree in Business Administration or a related field, along with excellent oral and written communication and interpersonal skills. Preferred qualifications include some administrative experience and knowledge of community resources, while proficiency in Microsoft Word and Excel is required.

associate degreebachelor degreeInterpersonal SkillsExcelTime ManagementOrganizational SkillsMulti-taskingAttendance TrackingRecruitmentAdministrative SupportMicrosoft WordSelectionBilingual English/SpanishProgram SupportRecord-KeepingCommunity Resources KnowledgeEligibilityPublic Transportation Use

Job description

TITLE: Program Assistant

Department: Early Childhood Services

Location(S): Pelham Parkway Child and Family Center; 2305 White Plains Road, Bronx, NY

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: March 2026

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. 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

Benefits

Life Insurance
Vacation
401k Plan
Personal Time Off
Sick Time Off

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

Program Assistant

Program Assistant