Administrative & Program Assistant

Servingschools; Scarborough (ME); On-site; USD 24,000 - 34,000; Part time

Job summary

Servingschools is seeking an Administrative & Program Assistant to support front-desk operations and flexible program support for our youth offerings in Scarborough, Maine. This in-person, part-time role requires professionalism, warmth, and the ability to multitask in a fast-paced environment.

You will greet families, coordinate registrations, assist with attendance and program reports, and provide backup coverage for classrooms as needed.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of administrative or childcare experience.
• Effective communication and customer service skills.
• Ability to coordinate multiple tasks in an organized way.
• Basic computer literacy including word processing and emailing.
• Mandated Reporter Training to be updated every 3 years.
• CPR/First Aid certification to be updated every 2 years.

Responsibilities

• Visitor management: greet clients, parents, and visitors warmly.
• Communication: respond to calls/emails professionally.
• Facilities support: maintain a clean, welcoming front desk and public areas.
• General administrative support: scanning, copying, filing, organizing documents.
• Program administrative support: assist with registration and attendance reports.
• On-call program support: provide coverage and supervision as needed.

Skills

Effective communication

Customer service

Task coordination

Basic computer literacy

Flexibility

Detail-oriented

Safety awareness

Multitasking

Staff interaction

On-site presence

Education

High school diploma or equivalent

Tools

Word processing

Email

Job description

Position Title

Administrative & Program Assistant

Reports To

Director of Operations

Work Location

In person, Scarborough, Maine

Job Type

Part-Time School Year, with the option to continue through the summer full or part-time

Work Schedule

Monday–Thursday, 8:30am–12:30pm, 16 hours per week

Job Summary

The Administrative & Program Assistant is responsible for maintaining professional, efficient front-desk operations while providing flexible, high-quality support to Ketcha Outdoors’ youth programs. As the first point of contact for families and visitors, the Administrative & Program Assistant plays a key role in creating a welcoming and professional environment for Ketcha families. This position requires the ability to work independently while staying flexible in a fast-paced setting.

This position provides general support for all areas of Ketcha Outdoors, from administration such as registration and development to helping preschool and school-aged youth during programming at Ketcha as an occasional substitute.

The ideal candidate is organized, dependable, and adaptable, with strong relationship-building skills and the ability to remain calm, patient, and supportive in a fast-paced environment. This position plays a key role in creating a welcoming experience for visitors, families, and participants while helping ensure safe and effective daily program operations.

Key Responsibilities

• Visitor Management: Greet clients, parents, and visitors warmly as the first point of contact.
• Communication: Communicate with children, families, and team members in a warm, respectful, and professional way. Answer and direct phone calls and respond to emails as directed.
• Facilities Support: Maintain a clean, organized, and welcoming front desk and public areas throughout the building. Monitor and replenish bathroom and other communal area supplies as needed.
• General Administrative Support: Provide administrative support, including scanning, copying, filing, organizing documents, and other office duties.
• Program Administrative Support: Assist with registration, preparing attendance and program reports, and preparing and printing program materials.
• On-Call Program Support: Provide on-call radio response for programs when the program directors are unavailable.
  • Provide backup classroom/program coverage as needed when directors and substitutes are unavailable.
  • Supervise assigned children to ensure physical and emotional safety.
  • Maintain active supervision using sight and sound awareness in indoor and outdoor spaces.
  • Build positive relationships and foster a welcoming environment where children feel seen, valued, and included.
  • Support children in problem-solving, emotional regulation, and conflict resolution using program-wide behavior practices.
  • Uphold safety standards.
  • Cover Teacher Breaks: At least once a week during the school year.
• Perform other duties as assigned.

Required Job Qualifications

• High school diploma or equivalent.
• Effective communication and customer service skills.
• Ability to coordinate multiple tasks in an organized way.
• Basic computer literacy skills, including word processing and emailing.
• High degree of flexibility and dependability.
• Commitment to Ketcha Outdoors’ mission, vision, and values.
• Detail-oriented, able to work independently and multitask, and enjoys interfacing with other staff at all levels.
• Ability to ensure safety for yourself and all program participants.
• 1 to 3 years of administrative or childcare experience.
• Mandated Reporter Training (to be updated every 3 years).
• CPR/First Aid Certificate (to be updated every 2 years).

Essential Job Functions

• This position belongs to a class of employees referred to as Essential Personnel. Essential personnel are those needed on site to meet the needs of our campers and general camp operations. Essential personnel must report to work during their scheduled hours, unless directed otherwise by a supervisor.

Work Environment and Physical Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This Position Requires The Ability To

• Successfully complete a background check and fingerprinting.
• Work outdoors in a wide range of weather conditions as needed.
• Sit, stand, run, bend, lift up to 30 lbs., and move around active program environments.
• Type, use a computer and screen for 2–3 windows at a time, and use a phone.
• Always maintain safety and risk management awareness.
• Work effectively in environments where noise and activity levels may range from moderate to high.
• Support children who may be experiencing strong emotions, conflict, or challenging moments using established program behavior-support practices.

Compensation

$21/hour