Job Summary
We are seeking an energetic and detail-oriented Program Administrative Assistant to support the daily operations of our Early/Head Start program. This vital role involves providing comprehensive administrative, clerical, and operational support to the Early Head Start/Head Start Director and program staff. This position serves as the primary point of contact for visitors, parents, staff, governing bodies, and community partners while ensuring efficient office operations and maintaining compliance with federal, state, local, and agency regulations. The Program Administrative Assistant performs a wide range of confidential administrative duties requiring sound judgment, professionalism, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will bring strong organizational skills, office management experience, and a proactive attitude to help foster an efficient and welcoming environment. This paid position offers an exciting opportunity to contribute to impactful programs while developing valuable administrative expertise.
Duties
- Provide administrative support to the Early Head Start/Head Start Director.
- Manage calendars, appointments, and meeting schedules.
- Prepare correspondence, reports, presentations, memoranda, and other program documents.
- Maintain confidential files, personnel records, and program documentation.
- Receive and direct incoming telephone calls, emails, and visitors.
- Schedule meetings, trainings, interviews, and conferences.
- Prepare meeting agendas, packets, minutes, and follow-up documentation.
- Coordinate travel arrangements and reimbursement documentation.
- Monitor office operations to ensure efficiency and organization.
- Assist with bookkeeping tasks using Microix software, including invoicing, expense tracking, and basic financial reconciliation.
- Assist with inventory control.
- Support office management functions such as supply ordering, maintaining office equipment, and organizing supplies for smooth daily operations.
- Provide customer service by promptly and professionally addressing inquiries, ensuring positive interactions at all times.
- Serve as a liaison between program staff, families, community partners, and agency departments.
Program Support
- Assist with enrollment and recruitment documentation.
- Maintain child, family, and program records in accordance with confidentiality requirements.
- Assist with maintaining program databases and electronic record systems.
- Prepare reports required by funding agencies and management.
- Coordinate distribution of program information to families and staff.
- Assist with planning parent meetings, Policy Council meetings, Governing Board meetings, and community events.
- Maintain inventories of educational materials and office supplies.
- Track deadlines for required reports and submissions.
Compliance and Recordkeeping
- Maintain accurate records in compliance with Head Start Performance Standards.
- Assist with monitoring visits, audits, and federal reviews.
- Organize documentation for licensing, accreditation, and compliance reviews.
- Ensure files are complete and maintained according to agency policies.
- Maintain confidentiality of all employee, child, and family information.
- Assist with document retention and records management.
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications.
- Strong organizational skills with the ability to prioritize tasks effectively and manage time efficiently.
- Excellent written and verbal communication skills; bilingual abilities are a plus for serving diverse populations.
- Experience with clerical tasks such as proofreading, data entry, filing, and document management.
- Familiarity with office management procedures, including calendar management, phone etiquette, and front desk operations.
- Knowledge of Microix for bookkeeping purposes; basic accounting skills are advantageous.
- Demonstrated ability to handle multi-line phone systems and provide exceptional customer support in a fast-paced environment.
Join us as a Program Administrative Assistant to play a key role in supporting our mission-driven programs! Bring your enthusiasm, organizational prowess, and office expertise to help us create a positive impact every day!
Pay: $18.73 - $22.23 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
