Program Aide - Far Rockaway (Seasonal Summer)

The Child Center of NY•New York, NY

2d•Onsite

About The Position

The Program Aide will play an active role in providing administrative clerical support for various programs, including school year, summer, and afterschool programs. This role involves supporting the creation, verification, and submission of check requests, subcontractor agreements, and other documents. The Program Aide is expected to prioritize assignments, take initiative, and demonstrate strong communication and customer service skills. Light travel within the boroughs of Queens and Brooklyn may be required. Responsibilities also include preparing weekly assessment reports, collaborating with multiple stakeholders and participants, effectively communicating any conflicts with worksite assignments to the supervisor, and maintaining organized documentation and records. The aide will also attend all required meetings, trainings, and supervisions. Essential functions include preparing documentation for grants, managing online resources, managing the Program Manager’s calendar, processing payments for vendors and suppliers, attending staff meetings and taking minutes, responding to emails and answering calls, maintaining office calendars and sending reminders, typing letters and reports, compiling and sending bulk mailings, proofreading and making copies of documents, assisting in planning and overseeing significant events, assisting in managing event budgets, making reservations for off-site business meetings, acting as a liaison between departments, relaying internal emails to staff, reserving equipment and conference rooms, interacting with students and parents, planning and promoting activities for children and youth, helping initiate new programs, and maintaining the center as a safe, clean, and accessible environment.

Requirements

Proven track record in communication and customer service.
Ability to prioritize assignments and take initiative.
Effective communications skills, both oral and written form.
Excellent organizational skills essential to maintain accurate records.
Ability to multi-task and meet deadlines.
Interact professionally with participants, staff, clients and community partners in a professional manner.
Work collaboratively with other team members to meet common goals.
Sensitivity and awareness to different cultures.
Conduct himself/herself as a professional at all times as per TCCNY’s policy on conduct, appearance and adherence to the overall organizational policy.
Proficient Microsoft Office Suite computer knowledge (Excel, PowerPoint).
College Student or High School Graduate 18 yrs. or older.
2 years’ experience working with children and/or youth in your specialization.
Exemplary supervisory skills at elementary level (middle school or high school aged youth) and aptitude for motivating people.
Proficiency in Microsoft Office.
Ability to plan and carry out assignments independently.
Ability to prioritize, adhere to timelines and multi-task.
Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures.
Safe and successful performance, including meeting productivity standards.
Maintain an understanding of the principles, methods and processes needed to perform the job.
Attend staff meetings, seminars and in-service training as assigned.
Display effective communication skills.
Demonstrate the ability to complete work in an acceptable manner by the time and/or date established with accuracy, neatness and thoroughness and minimal amount of errors.
Maintain established departmental policies and procedures including maintain strict confidentiality and adherence to all HIPAA guidelines at all times.

Nice To Haves

Bilingual (Spanish speaking)

Responsibilities

Provide administrative clerical support of various programs.
Support the creation, verification and submission of check request, subcontractor agreements and other documents.
Prioritize assignments and be able to take initiative.
Prepare weekly assessment reports in detail and concise manner.
Collaborate and maintain a working relationship with multiple stakeholders and participants.
Ensure to effectively communicate with assigned supervisor regarding any conflicts with worksite assignments.
Maintain documentation and organized records and or files.
Attend all related meetings, trainings and supervisions as required.
Perform other duties as assigned.
Prepare documentation for grants.
Manage online resources.
Manage the Program Manager’s calendar.
Process payments for vendors and suppliers.
Attend staff meetings and take minutes.
Respond to emails and answer calls.
Maintain office calendars and send out reminders of impending appointments.
Type letters and reports as may be required from time to time.
Compile and send bulk mailings.
Proofread and make copies of documents.
Assist in the planning and overseeing significant events.
Assist in managing the budget for special and routine events.
Make reservations for various off-site business meetings.
Act as a liaison between different departments.
Relay internal emails to staff.
Reserve equipment and conference rooms for presentations and in-office meetings.
Interact with students and parents.
Plan and promote activities and events for children and youth.
Help initiate new programs and activities for children and youth.
Maintain the center as a safe, clean, and accessible environment.