Program Administrative Assistant - Child Development Center

Malcolm X College is seeking a Program Administrative Assistant for the Child Development Center. The Child Development Laboratory Schools provide high-quality, comprehensive early learning programs and serve as demonstration and training sites for faculty, students, children of college staff, and the greater Chicago community. The center is committed to implementing evidence-based practices in early care and education, supporting individual development, and partnering with families as children’s first teachers.

About the role

Under the direction of the Site Director, the Program Administrative Assistant supports enrollment, attendance, health, safety, and nutrition in accordance with Head Start regulations, licensing, and accreditation standards. This role involves record-keeping, document creation, and serving as the first point of contact for parents and visitors.

Responsibilities

• Adhere to NAEYC Code of Ethical Conduct, demonstrating professionalism and respect for children, families, and colleagues.
• Assist in recruiting, enrolling, and maintaining records for eligible children, including data entry and file management.
• Direct parents, visitors, and faculty to appropriate staff via phone or in-person interactions.
• Support parents with enrollment, fee payment, and family concerns under the Site Director’s supervision.
• Manage accounts payable/receivable and track volunteer hours for in-kind billing.
• Create, revise, and update documents, memos, letters, forms, and monthly newsletters for funding sources.
• Complete monthly reports and provide administrative support to the Site Director.
• Enter data into child development tracking systems (attendance, health, family, and staff information).
• Coordinate student observers, track hours, and maintain documentation.
• Assist Family Services Coordinators with assigned tasks.
• Maintain inventory and order office/classroom supplies.
• Ensure the center receives appropriate food service, document issues, and assist with food disbursement (may include ordering food).
• Maintain a customer-service-focused office environment.

Requirements

• Associate’s Degree in Business, Education, or a related field, plus two (2) years of clerical/customer service experience.
• Bachelor’s Degree preferred.
• Experience in a Head Start center or social service agency is a plus.
• Strong oral and written communication skills.
• Highly organized, motivated, and able to meet deadlines with minimal supervision.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Pay

Salary range: $54,835.31–$57,577. Final offer determined by collective bargaining agreement and applicant’s qualifications.

Benefits

Benefits information is available at https://www.ccc.edu/departments/Benefits/.

This position is represented by the Local 1708 union. Chicago residency is required for all full-time employees within 6 months of hire.