Title: Program Assistant- Program Facilitator
OMFWSA Status: Non-Exempt
Employment Status: Part-time
Work Schedule: Approximately 80 hours per month depending on the number of programs per week. The majority of the work would occur from August through May and we are budgeting 845 work hours the first year. Schedule will require daytime and 2-3 evenings a week and 3 Saturdays a month.
Location: Our programs take place across Northeast Ohio and you would be expected to travel to program locations as needed.
Reports to: Executive Director
Pay Rate: $15/hr starting wage. No benefits.
Overview and Distinguishing Job Characteristics
The program assistant needs to be an empathetic, caring team player who can work with diverse staff and program participants. As CFK is a small non-profit, paid staff’s job duties can vary in scope and demand, and adaptability is key. The successful candidate must have experience either parenting or working with children with developmental concerns. A Bachelor’s degree required and a social work background is preferred, however, experience can offset this preference. The successful candidate must be able to work daytime various evenings and Saturdays. This position would report to the Executive Director.
Primary Job Responsibilities:
- Program Assistant for all Speaker Series, Music Therapy & More, Elementary Experiences and CFK Outings events held at various locations.
- Creates CFK programs and partner program events in Wild Apricot database and manages reminder features.
- Handles registration and follow-up for all CFK programming including ensuring families are properly registered for the program and promptly handling cancelations and waiting lists.
- During the event, works with music therapists to manage Music Therapy & More program and speakers during Elementary Experience and Speaker Series programs. Resolves any conflicts during the event, for example, if there isn’t space for families that didn’t register or families that bring additional children into program.
- Monthly and weekly reporting of key program metrics as directed by Executive Director and/or program reports including surveys and raw data. Must have strong attention to detail for registrations and accurately reporting. Will use excel and google spreadsheets to conduct reporting.
- If no supervisor is in the room expected to take a leadership role to ensure supervision and reporting of any incidents to Program Director and Executive Director.
- Manage all technology including setting up the slides for the speaker, coordinating the microphones and recording and editing a podcast of the event.
- Connect new and existing families to resources that could be beneficial to them.
- Check voice mail every weekday and respond to the appropriate messages as well as forwarding appropriate messages to other team members.
- Follow up with any families from programs that need additional assistance.
- Respond to email, text FB message questions from families.
- Follow up with all contacts directly assisted on a monthly basis and create report for the Executive Director and Social Media Manager.
- Assist webmaster with administering and monitoring all Facebook chat pages created by Connecting for Kids.
- Update Wild Apricot database with your interactions with families accurately and timely.
- Attend various networking events and present information about Connecting for Kids clearly and accurately. At the event, take notes of presentations or other organization activities and provide summary to staff via email and to families on FB chat page.
- Assist in distributing seasonal fliers and awareness kits to schools, professional offices and other facilities. This would take place during the day when these facilities are open. Requires a vehicle to transport.
- Responds to families who request awareness kits including educating families about the information and mailing the kit to them.
- Responsible for data entry of family, educator and professional information into Wild Apricot database, google spreadsheets and other database systems. Must have strong attention to detail and accuracy.
- Assist with CFK resource fairs as directed by the Program Director.
- Recruiting, managing and coordinating volunteers for programs as needed. Includes database recording of volunteers.
Secondary job duties:
- Assist with various job duties related to executing 2 – 3 successful fundraisers per year.
- Assist with various job duties under the direction of the Program Director.
- All other duties as assigned.
Essential Duties and Responsibilities
To perform this position successfully, an individual must be able to satisfactorily perform each essential duty listed below, with or without reasonable accommodation:
- Punctuality and Attendance - Maintains regular and punctual attendance for all scheduled programs/events.
- Flexibility– Amenability to changes in the scheduling of programs, which may occur during weekday evenings, Saturdays and during the weekday.
- Cooperation– Works cooperatively with co-workers, families, children, and CFK administration.
- Compassion and Sensitivity - Consistently provides compassionate, sensitive emotional support to children and their caregivers. Exercises tolerance and respect in serving a demographically and socioeconomically diverse population of families.
- Discretion and Confidentiality – Absent circumstances creating obligations of mandatory reporting under the law, maintains families’ confidentiality and privacy, abstaining from gossip or sensationalism, and refraining from discussing confidential or private activity occurring within the programs.
- Strong Attention to Detail-Reporting on program statistics is critical to ensuring foundation and donor support for programs. Data entry and reporting must be made with a high level of accuracy.
- Alertness - Must be alert and awake at all times during programming, attending to the safety and security of all participants, and mindful of the potential for participants’ potential for quick acts of aggression, wandering, or elopement.
- Maintains Current Knowledge of the Field - Remains current on research and trends regarding effective educational, therapeutic, and behavioral intervention methods to assist children with developmental issues. Includes listening to all CFK podcasts.
- Keeps up to date on CFK resources – Knowledgeable about CFK professional programs and resources and actively learns about new CFK professional programs in order to keep parents informed.
- Communication– Effectively assists families, staff and volunteers of all demographic and socioeconomic backgrounds including families with limited knowledge of English.
- Community Liaison – Acts as a liaison between CFK and the community, by attending expos and fairs, and other events on behalf of CFK. Maintains a professional image on behalf of the organization.
- Policy Compliance – Responsible for following CFK’s employee handbook and policies.
- Timekeeping Precision – Given the limited and set budgets of the program, completes all work within projected timeframes; accurately and completely records hours worked. Timely submits records of hours worked for payroll.
- Reliable transportation – Distribution of seasonal fliers three times annually to schools and professionals across Northeast Ohio and awareness programs throughout the year. We do reimburse for mileage but it is expected that you have reliable transportation.
- Lifting of flier bundles – Distribution of seasonal fliers three times annually requires lifting a bundle of fliers averaging 20-25 pounds from our central location and transporting it to your vehicle and then from your vehicle into the school/office.
- Able to attend events in restaurants/bars that serve alcohol – We conduct several Parent Night Out and Dad Night Out programs a year in restaurants/bars that serve alcohol. Responsible for attending events, handling registration and helping parents to connect with each other.
- Minimum Bachelor’s Degree. Preference for social worker or related background.
- Experience with raising a child with developmental or mental health concerns or experience working with a child with developmental or mental health concerns.
- Familiarity with social media required, especially Facebook and Instagram
- Excellent knowledge of word processing tools, spreadsheets and presentations (Google Documents, MS Office Word, Excel, Powerpoint, etc.)
- Working knowledge of office equipment, computer hardware and peripheral devices including viewer mode for presentations.
- Basic understanding of databases
- Good command of English both oral and written and customer service skills.
- Excellent attention to detail.
- Meet the minimum physical requirements for the position, with or without reasonable accommodation.
- Must be capable of tolerating the work environment which can often be chaotic with many children with needs at a program.
This position’s primary work environment entails serving members of the public who may be unfamiliar with or anxious about their child’s development; they may be confused about what to do, and they may have extensive questions or concerns. As a result, they may be agitated, stressed, impolite, or unreasonable; yet CFK expects its employees to consistently provide courteous services in return. Participants in our programming may wear heavy perfumes, be eating strong-smelling food, present with inadequate hygiene, or present other environmental concerns for those with airborne allergies or other olfactory sensitivities. To be successful in this position, an individual must be able to work effectively throughout these changing dynamics and demands.
This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow instructions and perform any duties required by the employee’s supervisor or designee.
Job Type: Part-time
Salary: $15.00 to $16.00 /hour