Administrative Specialist

Child-Parent Centers, Inc. • Tucson, AZ

13h • $17 - $19 • Hybrid

About The Position

Under the direct supervision of the program services director (PSD), this position provides administrative support for the program services department, the PSD, and on occasion for the chief program officer (CPO). This position is responsible for typing, filing, organizing, scheduling tasks for the PSD and on occasion for the CPO. Performs duties such as primary contact for program enrollment and records requests, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Works with a variety of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommend changes in office practices or procedures.

Requirements

• Associate degree from a recognized educational institution in the field of business administration, public administration, communication, or agreed equivalent that supports high quality implementation of our program as determined by the agency
• Two (2) years of documented experience in a position of similar job content and responsibilities.
• Demonstrated proficiency using Office 365 (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)
• Demonstrated proficiency in Adobe Pro
• Submit a current AZ Department of Public Safety Level One Fingerprint Clearance Card prior to start date
• Read, write, and speak English and Spanish
• Confidentiality
• Personal Effectiveness/Credibility
• Thoroughness.
• Collaboration Skills
• Communication Proficiency
• Technical Capacity
• Flexibility
• Must be able to travel to and from various sites as needed.
• Provide proof of immunizations: MMR (Measles, Mumps, Rubella), Tdap (adult Tetanus, Diphtheria, Pertussis), and a clear Tuberculosis self-assessment.
• Able to pass a company paid physical exam prior to starting work.
• Able to pass a criminal background check.
• Must be able to prove the right to work in the USA by providing appropriate documents to complete the Federal I-9 form.

Nice To Haves

• Possess a bachelor’s degree with major in Business Administration, Public Administration, or agreed equivalent that supports high quality implementation of our program as determined by the agency
• Minimum three (3) years’ work experience at a Head Start grantee organization or a mission driven non-profit organization.

Responsibilities

• Program Administrative Support:
• Schedule and organize complex activities such as meetings, training, travel, conferences, and department activities for all members of the Program Services Department and for the CPO. Prepare meeting materials and handouts. Produce follow up task lists and track activities.
• Organize, prioritize, and respond to large volumes of information for the Program Services department and CPO. Sort and distribute mail. Respond to routine and non-routine questions and calls in writing, via phone, email, or fax, as necessary.
• Handle confidential and non-routine information.
• Work independently and within a team on special non-recurring and ongoing projects. Act as project manager for special projects, which may include planning and coordinating multiple presentations, assembling packets, disseminating information, coordinating direct mailings, creating brochures.
• Coordinate division of workload with the Comprehensive Services Unit administrative assistants for larger reoccurring projects including start up, closedown, recruitment and enrollment, recognition dinner, and governance committee meetings.
• Type and distribute meeting minutes, general correspondences, and memos, etc. Proofread for spelling, grammar, and layout, making appropriate changes to ensure accuracy and clarity of final copy.
• Perform desktop publishing. Create and develop visual presentations, brochures, charts, tables, graphs, and handbooks.
• Manage Online and Phone Enrollment Line System and DES SNAP data. Create, update, and keep inventory of information packets for parents. Receive and send information in English and Spanish as requested.
• Responsible for coordinating Master Calendar entries for all departments, ensure information is accurate.
• Supervision:
• Identify self-growth, development goals, and strategies for achievement with support and input from supervisor.
• Commit and participate in consistent and planned meetings with supervisor to further professional growth by seeking feedback, reflecting on and assessing own practice, and taking advantage of opportunities to improve skills and knowledge.
• Recordkeeping, Monitoring, and Reporting:
• Maintain filing system for the Program Services Department and Chief Program Officer. Retrieve information from files when needed. Establish, develop, maintain, and update library of program resources and binders.
• Track, prepare reports, and distribute a variety of data related to agency compliance with local, state, and federal regulations such as DCS and Site Supervisor feedback.
• Update and maintain records in governance database for members of the comprehensive services committee; monitors attendance and forwards reports to appropriate departments
• Leadership, Management, and Teamwork:
• Actively participate on the program services department management team and contribute to the decision-making process for compliance, strategic initiatives, professional development, budget, governance, and agency self-assessment. Implement and monitor key management decisions in the areas of program services.
• Participate on the Comprehensive Services Unit team and contribute to the Cross-Department Collaboration team in support of integrated policies, procedures and services.
• Review policies, procedures, and written compliance plans for the Program Services Department and dialogue with team and supervisor regarding changes and strategies for improvement.
• Work in cooperation with other administrative assistants within the unit to achieve the unit’s goals and objectives.
• Act as a liaison with other departments and outside agencies.
• Provide support to the Head Start Policy Council and Advisory Committee through a wide range of activities that include contacts with members and the Site Supervisors, recording attendance, making meeting arrangements (including procuring catering) for agency meetings such as Board, Policy Council, and Advisory.
• Manage and review system for purchasing and maintenance of Program Services Department materials, supplies, and equipment.
• Support the planning and updating of procedures manuals, training materials, department calendars, and the Center Master Calendar.
• Reserve vehicles and meeting rooms for department, CPO and others as needed.
• Responsibilities for all Child-Parent Centers, Inc.:
• Understand and model the agency's vision, mission, and philosophy within the agency and the community.
• Demonstrate approachability, ownership, accountability, and life-long learning.
• Use the agency's communication and problem-solving approach.
• Seek the perspective of others.
• Identify emerging issues and contribute new knowledge.
• Work to de-escalate when emotions and stakes are high.
• Maintain professional behavior and relationships with internal and external stakeholders
• Use agency systems and technologies to accomplish work.
• Maintain a high level of attendance to support ongoing service delivery.
• Recognizes children's safety as the first responsibility of all staff and acts swiftly to ensure no child is unsupervised.
• Implement agency policies and procedures for safeguarding confidential or sensitive information about employees and/or program participants. Restrict access to paper or electronic documents to those with a need to know.
• Performs other duties as assigned

Benefits

• Paid Leave - 26 paid holidays, 5 days paid vacation after one year and up to 20 days each year thereafter, 8 days paid Personal leave first year, 9 days each year thereafter, up to 5 days paid Sick leave per year
• Insurance benefits - Dental, Flexible Spending Accounts, Health Reimbursement Arrangements, Health Savings Accounts, PPO medical (3 plans), Vision, and Supplemental Life coverage for self, spouse, and child ($25,000 basic life and Accidental Death and Disability provided by employer).
• Retirement Plan - Agency contribution after years of services and hours of eligibility criteria are met. 401k deferral once eligibility criteria are met.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees