Senior Administrative Assistant

Senior Administrator

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 and this position requires an individual to be flexible. Job responsibilities will be revisited once all center-based sites are up and running.

Education, Experience and Skill Requirements:

• BS degree Business Administration or related field
• Excellent oral & written communication skills
• Excellent interpersonal skills
• Able to work independently & collaboratively 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)
• Meet all employee health requirements in Head Start Performance Standards / Head Start Act 2007
• 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:

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
• Mandated Reporter training certificate (every 2 years) and comply with agency's policy and procedure regarding identification and reporting of child abuse and neglect
• Obtain 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. This includes and is not limited to:
• Assist with managing the Sr. Director's calendar, including scheduling meetings, confirming appointments and prioritizing meetings utilizing google calendar
• Coordinate 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
• Coordinate travel, including flights, hotels, for Sr. Director and Managers as needed for training
• Assist program with internal ERSEA file reviews
• Train new Program Assistant
• Develop positive and strategic relationships at all levels of the organization
• Assist with budget related activities
• Assist GSS as needed in centralized purchasing requests and procedures.
• Assist 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, trainings, and others - as appropriate)
• Provide executive-level administrative support to the Regional Director and management team.
• Manage calendars, schedules, meetings, and travel arrangements
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Coordinate leadership meetings, training, and special events.
• Assist 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) Assist 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

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