Program Associate, School-based Programs, Education

RISEBORO COMMUNITY PARTNERSHIP•New York, NY

3d•$27 - $27•Onsite

About The Position

The Program Associate is a member of RiseBoro’s Education Division and reports directly to the Financial Manager and Operations Manager. The role provides administrative support for school-based programs and assists with human resources and finance-related tasks, as well as planning and overseeing short- and long-term projects. The Program Associate supports staff timekeeping and leave documentation, audit preparation, calendars, meetings, recruitment, onboarding, staff rosters, and training coordination. The role also helps develop and improve administrative systems, supports Education Division communications and branding, coordinates promotional materials with Community Affairs, assists with new staff IT setup, and supports staff development, fundraising, program events, and special projects. Fiscal and purchasing duties include organizing supporting documentation, assisting with purchase orders and invoices, resolving discrepancies, tracking processing, ordering approved supplies, and supporting program staff with spend-down planning in accordance with organizational policies and budgets.

Requirements

High school diploma and three years of relevant work experience in a related field.
Three to five years of experience performing administrative or direct-service work.
Experience in a fast-paced environment.
Excellent verbal and written communication skills.
Proficiency with computer programs, including Microsoft Office and Google Docs.
Detail-oriented, disciplined, and organized.
Ability to manage time effectively.
Ability to problem-solve, build relationships, manage multiple tasks simultaneously, and execute goals.
Ability to maintain confidentiality and exercise appropriate discretion.
Ability to work independently and collaboratively with a team as needed.
Demonstrated commitment to supporting communities that have experienced systemic oppression and bias, including people of color, LGBTQ+ people, immigrants, and justice-involved persons.

Nice To Haves

Administrative or direct-service experience in a nonprofit setting is strongly preferred.

Responsibilities

Review school-based staff timesheets for completeness and accuracy before weekly submission, follow up on missing or inaccurate information, and help resolve discrepancies and payroll-related issues.
Ensure required documentation is provided for staff leave requests, including completed forms and supporting documentation when applicable.
Assist school-based Program Directors with preparing files for audits.
Maintain accurate and current calendars for school-based programming and activities.
Coordinate meetings between supervisors and Division leaders as needed.
Assist the Operations Manager with recruiting and hiring school-based staff in accordance with agency, contractual, and regulatory policies and procedures.
Coordinate applicant screening and interviews for school-based vacancies and participate in job fairs with the Recruitment Coordinator and Operations Manager.
Keep staff rosters current and track onboarding progress for incoming school-based staff in collaboration with the Operations Manager.
Work with the Operations Manager to schedule trainings for school-based staff.
Troubleshoot administrative issues and implement solutions.
Collaborate with supervisors and Division leaders to develop and implement efficient program administration and operational systems and procedures.
Suggest improvements and develop initiatives and campaigns to foster growth within the Education Division.
Assist with developing and reviewing Education Division branding and represent the Division at Brand Champions meetings and events.
Serve with the Operations Manager as a liaison for inter-organizational initiatives, including Brand Champions.
Work with the RiseBoro Community Affairs Team to create and implement promotional strategies showcasing social services, and provide photographs, video, and other marketing materials.
Coordinate with the Office Manager to ensure appropriate IT setup for new staff.
Assist supervisors with planning and implementing school-based staff trainings, development activities, fundraising activities, and division-wide events; support school and program events and special projects.
Collect and organize fiscal supporting documentation and ensure it is complete, accurate, and submitted on time.
Assist with preparing and submitting purchase orders and invoices.
Coordinate with the Financial Manager and Business Associates to resolve invoice and purchase order discrepancies.
Review invoices in the procurement system to verify that appropriate supporting documentation is included.
Track outstanding purchase orders and invoices and follow up to ensure timely submission and processing.
Order approved supplies and materials as needed.
Assist program staff with fiscal-year spend-down planning and ensure purchases comply with organizational policies, procedures, budget requirements, and approval processes.