Administrative Assistant to Sr. Program Director (After School & ELT)

Counseling In Schools; New York (NY); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Paid Time Off (PTO) and holidays

Fully sponsored health care coverage

Transit check program

401(k) plan with company contributions

Life insurance

Referral bonuses

Job summary

Counseling in Schools, Inc. in NYC seeks an Administrative Assistant to the Sr. Program Director of After School and Extended Learning Time.

You will provide executive support, coordinate multi-site programs, and help drive expansion and partnerships across NYC. Your role includes maintaining calendars, preparing materials, and tracking budgets and compliance. The ideal candidate is highly organized, proactive, and capable of juggling diverse priorities in a fast-paced, multi-site nonprofit

Qualifications

• Bachelor’s degree or equivalent experience.
• At least 2 years of administrative, program coordination, or executive support experience.
• Experience with NYC-based community or school programs (preferred).
• Must obtain NYC DOE fingerprint clearance (PETS).
• Must obtain DOH clearance as required.
• Ability to travel across all five boroughs.

Responsibilities

• Manage and maintain complex calendars; coordinate high-volume schedules aligned with priorities.
• Prepare briefing materials, agendas, reports, and follow-ups for strategic meetings.
• Track initiatives, deadlines, and deliverables related to program expansion and grants.
• Support operations alignment with after-school and expanded learning programs.
• Track receipts, purchases, invoices, and budget-related spending guidelines.
• Coordinate multi-site after-school programming logistics and communications with site directors.
• Monitor program needs, materials distribution, and operational systems across sites.
• Support monitoring of compliance related requirements tied to funding streams.
• Prepare reports, presentations, and documentation on program performance.

Skills

Organizational skills

Project management

Communication skills

Research skills

Confidentiality

Interpersonal skills

Education

Bachelor’s degree or equivalent

Tools

Google Workspace

Microsoft Office Suite

Canva

Program management systems

Job description

Counseling in Schools, Inc. (CIS) is a dynamic, school-based nonprofit organization dedicated to supporting the emotional and social well-being of New York City school communities. As the Administrative Assistant to the Sr. Program Director of After School and Extended Learning Time, you will serve as a key operational and strategic support partner, helping to advance the Sr. Program Director’s work across program oversight, partnerships, expansion, and organizational initiatives.

This role is ideal for a highly organized, proactive professional who can manage administrative functions while also contributing to programmatic and cross-departmental priorities that support after-school and expanded learning time programming across NYC.

Reports To: Sr. Program Director

Key Responsibilities

Executive & Strategic Support to Sr. Program Director

• Manage and maintain complex calendars; coordinate a high-volume schedule aligned with program priorities, site visits, and stakeholder engagement
• Prepare briefing materials, agendas, reports, and follow-up items to support strategic meetings and decision-making
• Track key initiatives, deadlines, and deliverables related to program expansion, grants, and partnerships
• Support the Sr. Program Director in aligning daily operations with broader strategic goals for after-school and expanded learning programs
• Track receipts, purchases, invoices, and operational expenses while supporting budget organization, reimbursement processes, and alignment with program and grant-related spending guidelines

Program Operations & Implementation Support

• Assist in coordinating multi-site after-school programming logistics, including communication with site directors and program teams
• Support monitoring of program needs, materials distribution, and operational systems across school sites
• Assist in tracking compliance related requirements tied to DYCD, 21st CCLC, and other funding streams
• Support preparation of reports, presentations, and documentation aligned with program performance and outcomes

Cross-Departmental Collaboration & Program Support

• Collaboration w/ other departments as directed by support with recruitment and internship program
• Conduct research to identify NYC-based resources, partnerships, and opportunities that enhance after-school programming, including enrichment, SEL, and service learning initiatives

Grants, Partnerships & Resource Development Support

• Assist with gathering materials and coordinating inputs for grant writing and reporting efforts
• Support tracking of partnerships, vendor relationships, and program collaborations
• Conduct preliminary research on funding opportunities, community partners, and program models to support expansion efforts

Project Management & Special Initiatives

• Provide coordination and logistical support for special projects, including program expansion initiatives and large-scale events
• Assist in planning off-sites, professional development sessions, and team convenings
• Develop systems and tools to improve workflow efficiency and organization across projects
• Provide flexible support across departments based on emerging organizational needs

What You Bring To The Role

• Strong ability to support senior leadership in a fast-paced, multi-site environment
• Excellent organizational and project management skills with attention to detail
• Ability to manage multiple priorities while maintaining accuracy and professionalism
• Proficiency in Google Workspace, Microsoft Office Suite, Canva, and program management systems
• Strong research and analytical skills, particularly in identifying community resources and partnerships
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Collaborative mindset with strong interpersonal and relationship-building skills
• Interest or experience in youth development, after-school programming, social work or community-based work (preferred)

Qualifications

• Bachelor’s degree in a related field or equivalent professional experience
• At least 2 years of administrative, program coordination, or executive support experience
• Experience working in or supporting NYC-based community or school-based programs (preferred)
• Must be able to obtain and maintain NYC Department of Education (DOE) fingerprint clearance (PETS)
• Must be able to obtain and maintain Department of Health (DOH) clearance as required
• Ability to travel across all five boroughs

Benefits & Paid Time Off

• Paid Time Off (PTO):
• 15 plus days of PTO plus paid holidays which allows you to recharge and return to work refreshed and motivated
• Health Care Coverage: We understand the importance of your health and well-being. As part of our commitment, we provide a fully company-sponsored plan as well as other options for comprehensive healthcare coverage that includes medical, dental, and vision benefits, ensuring that you and your family have access to quality healthcare when needed
• Transit Check Program: To make your daily commute more convenient and cost-effective, we provide a transit check program that allows you to cover transportation expenses using pre-tax dollars. This benefit contributes to a greener and more efficient commute
• 401(k) Plan: Planning for your future is essential. Our 401(k) plan enables you to save for retirement while benefiting from company contributions, ensuring financial security in your later years
• Life Insurance: Your peace of mind is paramount. We offer life insurance coverage to provide financial support for your loved ones in the event of unforeseen circumstances, demonstrating our commitment to your family's well-being
• Referral Bonuses: We all have friends in our field of work. Refer a friend or colleague to work at CIS and receive a bonus once they join our team!
• Benefits are subject to change
• Compensation: Salary Range: $55-60K
• Location: Must be available to travel throughout NYC