Program Assistant

Job Type

Full Time

Published

07/25/2018

Address

177 Myrtle Avenue
Brooklyn
New York
11201
United States

Description

Overview: University Settlement is one of New York City's most dynamic social justice institutions, with an impressive legacy as the first settlement house in the nation. For 130 years, University Settlement has been an anchor in the low-income and immigrant communities where we work, offering pioneering programs in early childhood care and education, youth development, eviction prevention, literacy, theater and visual arts, senior services, and mental health. Each year, we engage over 40,000 New Yorkers through our network of 31 sites in Manhattan and Brooklyn. Our mission is to empower the individuals we serve through comprehensive, quality services that strengthen families and meet the current needs of the community.


University Settlement operates after-school programs for elementary and middle school children at several sites in Brooklyn and Manhattan. These programs provide academic support; artistic, athletic, cultural, and athletic enrichment; therapeutic services; and opportunities for family involvement. They serve approximately 1,000 children from kindergarten through 8th grade, after school and during school vacations, and approximately 500 children in summer day camps.


Responsibilities: 

  • Implement systems to maximize program operations and reporting requirements
  • Oversee program administrative tasks (eg: CACFP, applications tracking, permit requests, etc.)
  • Responsible for tracking all finance expenses and implementing financial processes (eg: obtaining all BIDS for expenses that will be over $3,000 and sharing information with finance department)
  • Oversee administration of petty cash and maintain accurate record-keeping including the preparation of Requests for Payments and Purchase Orders
  • Primary Liaison for all programs obtaining all necessary requirements to provide and ongoing communication with DOH.
  • Oversee administration of on-site staff files – work closely with the HR department to obtain missing documentation to ensure files are in compliance for Department of Health site visits
  • Responsible for obtaining all waiver, fingerprinting results letters and expungement forms to DOH
  • Monitor daily manual attendance, oversee and input weekly attendance into DYCD Management Information Systems and maintain filing of all manual attendance
  • Oversee and maintain participant files, ensuring these are in compliance with DYCD and DOH standards, working closely with program staff to ensure files are complete
  • Support program outreach efforts 
  • Provide group leaders and specialists with administrative support related to program (coordinating supplies, creating permission forms, etc.)
  • Support evening and weekend programming by coordinating with program partners
  • Manage equipment and program supplies
  • Monitor completion of timesheets; ensure all paper timesheets are turned in on-time at the payroll department every two weeks
  • Pick up payroll and distribute to all program sites on a bi-weekly basis
  • Act as liaison with other agency departments such as HR, Finance, Facilities, and IT; deliver documents to all departments as necessary
  • Complete other relevant duties as required by Supervisor


Qualifications:

  • High School Diploma or HSE required; working toward college credits preferred
  • Must be computer literate 
  • Must have experience in an administrative capacity (experience in a youth development program, a plus)
  • Must have excellent organizational, analytical and communication skills


Hours: 35 hours a week


Professional Level

Entry level

Minimum Education Required

High School


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