Program Assistant - ECE

About the role

The Program Assistant serves as the first point of public contact with Our House and provides information about the organization in a helpful, professional, and timely manner. The Program Assistant provides administrative, technical and program assistance to agency staff as well as support for the families and children accessing our programs.

Responsibilities

• Serve as welcoming agent and central information bureau
• Answer the phone consistently and promptly and provide necessary information
• Implement professionalism at all times for visitors, families, volunteers and vendors
• Maintain public areas, ensuring that they are safe, clean and attractive
• Provide administrative and site support for ECE Site Director
• Maintain accurate attendance entry into database
• Perform general office duties, including posting mail; maintaining current staff phone numbers; handling faxes, etc.
• Create and maintain filing systems for general information, vendor information, and other agency information
• Maintain supply inventories; ordering and storing appropriately
• Provide meeting prep and clean up as requested
• Provide support with drop-off and pick up for our early education program
• Provide administrative support as the opening and/or closing administrator for the ECE program
• Support users with virtual technology at each site
• Ensure safety of children and families by monitoring front area, requiring proper documentation to pick up children and sign in for all volunteers, consultants, and service providers
• Monitor intake and enrollment web forms
• Assist with data collection and management
• Provide connection to the Family Advocate of the day as individuals call in to request eligibility and enrollment information
• Provide occasional assistance in the classroom and parent communication
• Ensure supplies are distributed to classrooms and are accessible for cleaning crew
• Create monthly supply order
• Greet and assist on site volunteers
• Assist with the tracking of in-kind donations, organizing in-kind supplies and assessing in-kind needs as needed

Qualifications

• Minimum of HS Diploma required
• AA or higher in Business Administration or Social Services preferred
• Minimum of 1-year related experience required
• Prior experience with nonprofit organizations preferred

Schedule

• In-office, 40-hour workweek, Monday through Friday during standard business hours
• Occasional overtime may be required during peak periods
• This role may occasionally require evening and weekend availability to support events, deadlines, and organizational priorities
• This role will occasionally require traveling to other sites to participate in professional development and required meetings

Skills

• Interpersonal Excellence: Demonstrates exceptional interpersonal skills, with the ability to build strong, respectful relationships with children, families, volunteers, and individuals from diverse backgrounds and life experiences. Ability to model the ENRICH values for staff and families.
• Organizational Strength: Skilled in managing multiple tasks independently with minimal supervision; highly organized with a strong ability to prioritize and plan effectively.
• Communication Proficiency: Excellent verbal and written communication skills; actively listens and responds with empathy and clarity.
• Technological Competence: Proficient in Microsoft Office Suite and other relevant software systems necessary for operational success.
• Professionalism and Accountability: Consistently models professionalism through appearance, punctuality, accountability, and a commitment to the mission and values of Our House.
• Team-Oriented Leadership: Contributes positively to team efforts; guides others with encouragement and integrity while upholding a spirit of collaboration.
• Solution-Focused Mindset: Actively seeks opportunities for improvement, offering thoughtful ideas and suggestions to support broader organizational goals.
• Commitment to Growth: Embraces lifelong learning and demonstrates a consistent desire for personal and professional development.
• Ability to work independently with little supervision
• Ability to handle sensitive and confidential information with integrity and discretion

Physical requirements

• Ability to lift and carry up to 30 pounds
• Prolonged sitting and typing are required
• Regular use of hands and arms to operate standard office equipment

Work environment

Team-oriented environment with regular communication across departments. Fast-paced, collaborative, and service-oriented, supporting both internal staff and organizational initiatives.