Executive Assistant

YMCA of Metropolitan Chicago; Chicago (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

YMCA of Metropolitan Chicago seeks an Administrative Coordinator to assist the Operation and Early Learning Directors with logistics, meetings and program support. The role includes preparing monthly reports for management and funders, maintaining compliant recordkeeping, and aiding in annual program assessments across eight sites.

You will monitor licensing standards, update HR data for ELN funding, and coordinate agendas, minutes and communications with parents and sites. On-site work required.

Qualifications

• Must have a high school diploma or equivalent with specialized training and 3+ years’ experience.
• Knowledge with city, state, and Head Start Performance Standards.
• Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
• Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
• Ability to keep detailed, accurate and complete records and documentation as needed.
• Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
• Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons with disabilities.

Responsibilities

• Assist Operation Director and Early Learning Director with logistic needs and event preparations.
• Collect, compile and prepare monthly reports for review by management and submission to funding agencies.
• Establish and maintain recordkeeping systems and reports in accordance with funding sources.
• Assist in conducting and completing annual program assessments and reviews.
• Distribute agendas, meeting minutes and attendance records to sites and update resources.
• Monitor HR in licensing systems to meet city/state requirements and Head Start standards.
• Track and update license statuses for city and state licensing of childcare programs.
• Maintain adequate levels of department office supplies and process orders.
• Maintain professional conduct and confidentiality and support compliance with reporting laws.
• Provide HR compliance training and assist site staff with filing.
• Enter and update HR data for ELN funding compliance.
• Track background clearance information for grant compliance.

Skills

High-level organizational skills

Clerical experience

Attention to detail

Record keeping

Communication skills

Education

High school diploma or equivalent with specialized training

Tools

Microsoft Word

Microsoft Excel

Microsoft Office Suite

Job description

Scope Of Responsibilities

• Assist Operation Director and Early Learning Director with logistic needs, order supplies and preparations for meetings, workshops/trainings and special events/activities to support programs needs and requirements.
• Collect, compile and prepare monthly reports, audit findings, and program reviews/monitoring reports, for review by management team and submission to funding agencies.
• Establish and maintain recordkeeping systems (records, files, and computers) and reports in accordance with YMCA, DFSS, Head Start, State Pre‑K and any other funding sources.
• Assist the management team in conducting and completing annual program assessments and reviews.
• Distribute agendas, meeting minutes and records of attendance to sites and update resources and materials identified by Director of Early Learning and Management Team, to support city and state licensing and Head Start, DFSS, YMCA and State Pre‑K policies and procedures.
• Monitor HR in CSD-CARES and/or DFSS system (city and state licensing standards, training and medical requirements) to meet city and state and licensing requirements and Head Start Performance Standards.
• Monitor and track current and update license, for both city and state license for all childcare programs.
• Complete inventory and maintain adequate levels of department office supplies, process orders for approval.
• Maintain professionalism in attire and demeanor; observe and respect issues of confidentiality, ethics and best practices of Early Childhood Education; and mandatory reporting guidelines of the Abuse and Neglect Child Reporting Act.
• Provide technical assistance and training to site staff on filing, HR compliance for city, state, and Head Start Performance Standards.
• Enter and update all HR data for compliance with ELN funding requirements.
• Track and record background clearance information to meet compliance for grant funding, prior to hire and update every five years for grant compliance.
• Works collaboratively with the EE&C Management team in support of the day-to-day functions and operations providing resources and support as needed and directed to eight sites.
• Responsible for monthly communication to parents enrolled in the program regarding monthly YMCA Policy Committee, City Wide Policy Council and ELN Network meetings and parent events.
• Maintains up to date recordkeeping systems for policies and procedures as required by funder.

Qualifications

• Must have a high school diploma or equivalent with specialized training and 3+ years’ experience
• Knowledge with city, state, and Head Start Performance Standards.
• Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
• Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
• Ability to keep detailed, accurate and complete records and documentation as needed.
• Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
• Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons with disabilities.

Child Abuse Prevention

• Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor
• Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children
• Reporting any suspicious behavior and violation of policy and procedures to your supervisor
• Completing all child abuse prevention training as required