Administrative Supervisor

Self Help Inc•Brockton, MA

12h•$23 - $25

About The Position

Self Help Inc. is currently looking for a Head Start Administrative Supervisor to join our team. Agency Profile Self Help, Inc. is a nonprofit Community Action Agency (CAA) created to help families and individuals stabilize and secure their lives through education, strategic assistance, and building opportunities in their communities. We provide a range of services for families and households across Southeastern Massachusetts. Job Summary The Head Start Administrative Supervisor is responsible for the overall administrative and operational management of the Head Start office, ensuring the smooth and efficient office operation. This includes ensuring compliance with agency policies and applicable federal and state regulations. The administrative supervisor provides leadership, guidance, and direct supervision to assigned staff, fostering a collaborative and effective team. This position requires excellent organizational, communication, and interpersonal skills, as well as the ability to handle a variety of tasks with professionalism and discretion.

Requirements

Must pass a criminal background check and other required clearances
Must have or be willing to obtain CPR and First Aid certification
Valid driver's license and reliable transportation is required
Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines and prioritize effectively.
Excellent oral and written communication, interpersonal, and team-building skills
Ability to supervise, motivate, and develop staff
The ability to work effectively with diverse populations (children, families, staff, community members).
Ability to analyze problems, identify solutions, and make sound decisions
Ability to handle multiple tasks simultaneously and work effectively under pressure
Strong attention to detail and accuracy
Ability to maintain confidentiality and exercise discretion
Problem-solving skills
Ability to work independently and lead a team
Ability to lift and carry up to 15 pounds occasionally
High school diploma or equivalent required; Associate's degree in a related field required.
Proven experience 3+ years in an office or administrative role
Excellent computer skills, including proficiency in Microsoft Office Suite (Word, Excel)
Experience with office management software and databases

Nice To Haves

Prior supervisory or management experience preferred
Experience working in a non-profit or social service setting preferred
Familiarity with Head Start programs and regulations preferred but not required
Bilingual candidates encouraged to apply

Responsibilities

Collaborate to develop and implement administrative policies and procedures to ensure efficient program delivery
Assist with program recruitment and enrollment efforts to maintain full capacity
Monitor and maintain accurate record-keeping and reporting systems in compliance with the Head Start Performance Standards (e.g., staff records, attendance, in-kind contributions)
Train, supervise, and evaluate assigned staff
Manage and maintain office supplies, ensuring adequate stock levels and placing orders as needed
Organize and maintain filing systems (both paper and electronic), ensuring confidentiality and easy access to information
Coordinates communication with staff and families via phone calls, emails, and printed notices
Assist with onboarding and paperwork for new staff and volunteers
Schedule and coordinate meetings, appointments, and program events
Provide ongoing professional development, coaching, mentoring, and technical assistance to assigned staff
Assist in developing and implementing action plans for continuous quality improvement and assist in audit preparation as needed
Prepare and distribute correspondence, memos, reports, and other documents to families and staff
Maintain program calendars, prepare and update program materials yearly (e.g., brochures, parent handbooks, resource book, fliers)
Support the enrollment process by assisting with application intake, organizing documents, and communicating with families
Process invoices, purchase orders, and other financial documentation, following established procedures
Maintain confidentiality of sensitive program and family information
Collaborate effectively with all program staff and contribute to a positive team environment