Program Associate

Job Type

Full Time

Published

08/02/2018

Address

184 Eldridge Street
New York
New York
10002
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 has been providing a variety of effective and strengths-based community based programs for children. Currently, the 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.


The Program Associate works to support the Manhattan After School division in all compliance and administrative matters. This position acts as the main liaison between program sites, administrative offices and After School leadership.


Responsibilities: 

  • Responsible for tracking all finance expenses in the Beacon Tracking system on a daily basis
  • Responsible for obtaining all BIDS for expenses that will be over $3,000 and sharing information with finance
  • Primary Liaison for all programs obtaining all necessary requirements to provide and ongoing communication with DOH
  • Responsible for obtaining all waiver, fingerprinting results letters and expungement forms to DOH
  • Implement systems to maximize organization of after school office and paperwork requirements
  • Monitor daily manual attendance, input weekly attendance into DYCD Management Information Systems and Salesforce and maintain filing of all manual attendance
  • Conduct telephone outreach to parents and maintain parent communication log
  • Order and maintain inventory on program supplies
  • Comply with reporting requirements for the Office of School Food and Nutrition
  • Responsible for the maintenance 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
  • Oversee administration of petty cash and maintain accurate record-keeping including the preparation of Requests for Payments and Purchase Orders
  • Monitor completion of timesheets for all sites; 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 for all six (6) afterschool programs and other agency departments such as HR, Finance, Facilities, and IT; deliver documents to all departments as necessary
  • Input new hires into PETS system and monitor staff eligibility 
  • Monitor and track Staff’s training hours across all sites to ensure SACC compliance
  • Primary liaison for BMCC internship partnership. Screens intern applicants and ensures all forms are completed
  • Complete other relevant duties as required by Supervisor


Qualifications:

  • High School Diploma or HSE required; 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 per week 


Professional Level

None specified

Minimum Education Required

High School


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