TITLE: Program Assistant

DEPARTMENT: Early Childhood Services

LOCATION(S): Seward Park Child & Family Center; 60 Essex St., New York, NY 10002

REPORTS TO: Center Director

SALARY RANGE: $39,990.19-44,218.43 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

DATE: January 2026

SCHEDULE: Monday - Friday, 8am - 4pm, or 10am - 6pm. Schedule may vary due to program needs

JOB SUMMARY: Responsible for administrative and program support services for the Early Childhood Programs. The program assistant position follows clearly detailed specific procedures in completing several clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file; could involve simple posting to individual accounts, opening mail, calculating and posting charges to department accounts, operating basic office equipment, computer programs, and front desk coverage. Additionally, the program assistant will provide support in the classroom and assist teachers in supervising a classroom of 8-18 children in accordance with DOE and DOH regulations.

EDUCATION, EXPERIENCE, AND SKILL REQUIREMENTS:

• AA or AAS Degree required
• BA in Business, Accounting, or related field a plus
• Excellent oral & written communication skills, some administrative experience preferred
• 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 and staff
• Proficient computer skills including strong working knowledge of Microsoft Word and Excel
• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Bilingual English/Spanish/Chinese Preferred

PRE-EMPLOYMENT REQUIREMENTS:

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
• 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• 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
• Track and calculate staff sick and vacation accruals in accordance with union contracts
• Maintain inventories for janitorial, office and kitchen supplies
• Assist in year-round program recruitment activities, attend community outreach events if needed, help coordinate open houses and other related functions
• Ensures programs maintain funded enrollment level and waiting list, assist to fill vacancies as needed at individual sites
• Participate in annual self-assessment, community assessment, & ongoing monitoring
• Perform other center related duties around enrollment, scheduling, & parent communication, calendars
• Liaison for Cool Culture participation & manage required paperwork/communication with families
• Flexible schedule to cover staff call outs/lunch break/prep time as needed
• Provide support as site safety monitor as needed
• Other projects & program/fiscal responsibilities as assigned

HOW TO APPLY:

Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for. If selected, we ask that you also provide us with three (3) professional references that we can contact (at least two (2) professional references 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.

https://workforcenow.adp.com/jobs/apply/posting.html?client=grandst&ccId=19000101_000001&type=MP&lang=en_US

No phone calls, please.

Please be advised that job offers can only be made once your clearances come through!

EQUAL OPPORTUNITY EMPLOYER (EOE)