Out of School Time (OST) Assistant Administrator
Out of School Time (OST) Administrator
Catholic Charities of Philadelphia (Archdiocesan Pastoral Center)
First/Mid-Level Officials and Managers
Job Purpose
The Out of School Time (OST) Assistant Administrator supports the administration, compliance, and quality oversight of OST programs operated by Catholic Charities of Philadelphia (CCoP), including licensed and contracted services.
Reporting to the OST Administrator, this role provides supervisory support to OST Directors and Support Service Coordinators (SSC), ensures adherence to agency Standard Operating Procedures (SOPs), licensing regulations, and contractual requirements, and contributes to program sustainability and continuous quality improvement.
The OST Assistant Administrator works closely with agency leadership, program staff, and the fiscal department to support program implementation, budget management, reporting accuracy, and overall operational effectiveness across OST and summer programming.
Duties and Responsibilities
Program Oversight & Administration
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Support the supervision and ongoing performance management of OST Directors and Support Service Coordinators to promote program quality and consistency.
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Conduct regular site visits, file reviews, and staff meetings to ensure compliance with agency standards and regulatory requirements.
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Assist in the implementation and monitoring of corrective action plans and program improvement initiatives.
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Support the planning, development, and implementation of new OST program initiatives in collaboration with the Administrator.
Compliance & Reporting
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Assist in ensuring compliance with all applicable contractual, licensing, and regulatory requirements, including those of DHS, ELRC, OCF, PHMC, and other funding entities.
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Support accurate and timely data entry, tracking, and reporting in systems such as Cityspan and ELRC, including attendance, invoicing, and monthly reporting.
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Participate in audits, licensing inspections, monitoring reviews, and renewal processes.
Financial & Operational Support
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Assist with budget development, monitoring, and fiscal reporting in collaboration with the Administrator and CCoP Finance Department.
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Monitor program expenditures, review invoices and reimbursement requests, and identify potential budget concerns.
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Support program leadership in understanding and adhering to fiscal guidelines and allowable costs.
Staff Support & Collaboration
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Assist in the recruitment, interviewing, hiring, and evaluation of OST staff, and provide recommendations regarding performance, development, and personnel actions.
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Foster collaboration with internal departments, community organizations, parishes, and local stakeholders to support program delivery.
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Participate in and, when appropriate, facilitate meetings including site meetings, supervisory meetings, and agency or community meetings.
Organizational Responsibilities
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Maintain regular communication with the OST Administrator through scheduled supervision and reporting.
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Travel between program sites as needed to support operations and oversight.
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Treat all staff, program participants, and community partners with dignity and respect.
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Perform other related duties as assigned.
Qualifications
Education and Experience
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Bachelor’s degree in Education, Social Work, or a related Human Services field required.
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Minimum of two (2) years of supervisory experience in a nonprofit or human services setting required.
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Experience in OST programming, program administration, or compliance-driven environments preferred.
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Experience in volunteer management, community engagement, customer service, or nonprofit program administration required.
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Experience working in a Catholic or faith-based organization is preferred.
Knowledge, Skills, and Abilities
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Commitment to the mission and values of Catholic Charities of Philadelphia and Catholic social teaching.
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Working knowledge of Pennsylvania Child Care Regulations and OST compliance requirements.
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Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
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Ability to maintain accurate documentation and ensure data integrity across multiple systems.
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Strong interpersonal and communication skills, with the ability to build positive working relationships across diverse groups.
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Ability to exercise sound judgment and support problem-solving in complex program environments.
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Knowledge of community resources and service networks.
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Proficiency in Microsoft Office and data tracking systems; experience with Cityspan or ELRC systems preferred.
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Valid Pennsylvania driver’s license with a clean driving record and willingness to travel between program sites.
Working Conditions
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Primarily office-based with regular travel to OST program sites and community meetings.
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Occasional evening or weekend hours may be required to support program operations.
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Must be able to stand for extended periods during indoor and outdoor activities.
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Must be able to lift up to thirty (30) pounds.
Catholic Charities of Philadelphia is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regards to race, color, religion, age, sex, national origin, disability, or protected veteran status.
