Program Assistant

Job Type

Full Time




177 Myrtle Avenue
New York
United States


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.


  • 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


  • 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

Professional Level

None specified

Minimum Education Required

High School