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15 Apr 2021

Operations / Administration Program Assistant

Grand Street Settlement

Job Description


Early Childhood


REPORTS TO:            

Center Director



$35,000-$40,000 (Annually)



Full-time (Monday-Friday; 8am-4pm, 9am-5pm, or 10am-6pm)


April 15, 2021



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.



  • High School Diploma or Equivalent required; business courses or AA or AAS Degree preferred
  • Excellent oral & written communication skills, some administrative experience preferred
  • Able to work independently and collaboratively
  • Well-developed organizational skills including the ability to multi-task and 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
  • Clearance through DOI Fingerprint Screening, NYS Central Registry, Sex Offender Registry clearance, three (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.



Under the direct supervision of the Center Director, the Program Assistant shall be responsible for:

  • Maintain ongoing communication with current families and facilitate intake for new families
  • Maintain budget functions in partnership with fiscal department and delegate sites; program supply and office supply ordering – follow up with vendors, inventory and tracking, travel and expense reports, prepare check requisitions, CACFP reports, parent fees and summary report if applicable, track volunteer time, and coordinate staff access to ADP timecards for submission to payroll
  • Assist teachers with classroom related administrative responsibilities and assist in classrooms and 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 and volunteer forms/documents
  • Record monthly fire drills according to DOHMH requirements
  • Maintain inventories for janitorial, office and kitchen supplies
  • Maintain waitlist database and 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 needed 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

How to Apply

Submit a resume and thoughtful cover letter, outlining how your skills and experience meet the specific components you are applying for this position. If selected, we ask that you also provide us with three professional references that we can contact (at least one 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.   No phone calls, please.   EOE   If selected for this position, applicant must obtain NYC Dept. of Health fingerprint clearance and State Central Registry (SCR) clearance (fees may apply); ability to maintain State Central Registry (SCR) clearance and fingerprint clearance throughout the duration of employment.

Bureaus: New York. Job Categories: Full-Time. Job Types: Operations / Administration.