Program Assistant

Job Description

Job Description

The Program Assistant provides administrative and operational support to the Early Learning Center Director, ensuring the efficient coordination of department functions, compliance activities, and communication with internal and external stakeholders.

Exceptional Benefits Package

✅ 100% Employer-Paid Health Insurance
✅ 100% Employer-Paid Dental Insurance
✅ 100% Employer-Paid Life Insurance
✅ Low-Cost Vision Insurance Available
✅ 5% Employer Contribution to Your 401(k) After One Year of Service — No Employee Contribution Required
✅ Paid Time Off and Paid Holidays
✅ Professional Development Opportunities
✅ Meaningful Work Serving Children and Families

1. Administrative Support to the Director
   1. Prepares reports, correspondence, memos, and presentations on behalf of the Director.
   2. Schedules and coordinates meetings, trainings, and conference calls.
   3. Assists with preparing documentation for board and agency leadership.
   4. Maintains calendars, deadlines, and reminders to ensure departmental priorities are met.
2. Documentation and Recordkeeping
   1. Assists in compiling data and preparing reports required by DHS Licensing, CACFP, and agency policies.
   2. Tracks and organizes departmental files, contracts, and compliance documents.
   3. Assists with monitoring deadlines, reporting, and audits.
3. Communication and Coordination
   1. Serves as a point of contact for internal and external inquiries directed to the Director.
   2. Prepares responses to routine inquiries, routing non-routine matters appropriately.
   3. Coordinates with other MCCAA departments to ensure smooth information flow.
4. Project and Compliance Support
   1. Supports the Director in planning and executing special projects, departmental initiatives, and compliance activities.
   2. Assists with gathering in-kind documentation, volunteer hours, and other agency reporting needs.
   3. Maintains confidentiality of client, staff, and agency information at all times.
5. Event and Training Support
   1. Assists in planning and organizing departmental trainings, staff development activities, and special events.
   2. Coordinates logistics, materials, and follow-up for meetings and events.
6. General Support Duties
   1. Provides occasional assistance to childcare centers as directed (e.g., forms, supply coordination, or data entry).
   2. Performs general clerical tasks such as copying, filing, scanning, mail distribution, and supply tracking.
   3. Performs other duties as assigned by the Director.

Education: High School Diploma required; Certification or AA degree preferred.

Experience: Minimum of 2 years of administrative or program support experience required; experience in childcare or human services preferred.