Senior Administrative Assistant

Job Summary

Responsible for administrative and program support services for the Head Start/ Early Head Start and Early Head Start Child Care Partnership Program. For the start-up phase for 2 years this will be an evolving position. Interim roles and responsibilities will be adjusted.

Requirements

• BS degree Business Administration or related field

• Excellent oral & written communication skills

• Adequate interpersonal skills

• Some administrative experience

• Proficiency in Microsoft Word & Excel

• Well-developed organizational skills including the ability to multi-task and manage time effectively

• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department

• Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local / state)

• Strong competency in administration support skills, including attention to detail, resourcefulness in learning new software and office equipment, strong skills in word processing, database, spreadsheets, template maintenance and quality procedures are necessary

Pre-employment Requirements

• NYS DOI Fingerprint Screening

• NYS Central Registry Clearance

• Sex Offender Registry Clearance

• Three (3) reference checks

• Physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)

• Mandated Reporter training certificate (every 2 years)

• Comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect

• First Aid/CPR and Preventive infectious diseases certificate within the first year of employment

Essential Duties and Responsibilities

• Provide admin support that helps ensure smooth program operations

• Assist with managing the Sr. Director’s calendar, including scheduling meetings, confirming appointments and prioritizing meetings utilizing google calendar

• Cook documents including new hire paperwork and accounting documentation. This includes highly confidential and privileged information

• Professionally interface with internal and external vendors, staff, potential partners, consultants, and community service representatives

• Plan and migrate Staff HR files in COPA and update regularly

• Cook travel, including flights, hotels, for Sr. Director and Managers as needed for training

• Train new Program Assistant

• Develop positive and strategic relationships at all levels of the organization

• Aid program with internal ERSEA file reviews

• Assist with budget related activities

• Aid GSS as needed in centralized purchasing requests and procedures

• Aid Sr Director of EC in reviewing variance reports, updating policies and procedures to ensure HSPS Program and Design Management requirements (i.e., Staff files, New Employee Onboarding, training s, and others - as appropriate)

• Provide executive-level administrative support to the Reginal Director and management team

• Manage calendars, schedules, meetings, and travel arrangements

• Prepare correspondence, reports, presentations, agendas, and meeting minutes

• Cook leadership meetings, training, and special events

• Aid with administrative functions for the program, including document preparations for meetings, maintain record keeping, including minutes, of all planning meetings

• Process required staff & volunteer forms / documents related to HR onboarding (example - Department of Investigations, and Statewide Central Registry Checks)

• Aid with all professional development / training scheduling, as necessary

• Participate in all required trainings & meetings to enhance skills & knowledge

• Participate in annual self-assessment, community assessment, & ongoing monitoring

• Perform other program-related duties as needed

• Other projects & program / fiscal responsibilities as assigned

How to Apply

Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for. If selected, we ask that you also provide us with three (3) professional references that we can contact (at least two (2) professional references should be from a former supervisor).

Please click on the link provided below, or use the link in a search bar and apply online through our career center. Apply Online

No phone calls, please. Please be advised that job offers can only be made once your clearances come through!

EQUAL OPPORTUNITY EMPLOYER (EOE)