Executive Assistant

Priority Dispatch Corp.; Chicago (IL); On-site; USD 50,000 - 61,000; Full time

Job summary

YMCA of Metro Chicago seeks an Administrative Coordinator to assist the Operation Director and Early Learning Director with logistic needs, meeting preparation, and event support across eight sites.

You will maintain records, prepare monthly reports for management and funding agencies, ensure compliance with licensing standards, and provide training and HR data entry to support program operations.

Qualifications

• High school diploma or equivalent with specialized training and 3+ years’ experience.
• Knowledge with city, state, and Head Start Performance Standards.
• Advanced knowledge of clerical and office responsibilities with MS Office.
• Commitment to the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities.
• Ability to keep detailed records and documentation.
• Intermediate proficiency in Word, Excel, email; learn new technology.
• Meet physical qualifications; accommodations available.

Responsibilities

• Assist the Operation Director and Early Learning Director with logistic needs and event support.
• Collect, compile and prepare monthly reports and program reviews for management.
• Establish and maintain recordkeeping systems and reports for funders.
• Assist management with annual program assessments and reviews.
• Distribute agendas and meeting minutes; update resources for licensing policies.
• Monitor licensing compliance and Head Start performance standards.
• Maintain license records for city/state and update as required.
• Provide HR compliance support and enter HR data for ELN funding.
• Track background clearance information for grant compliance.
• Coordinate with EE&C Management to support day-to-day operations across sites.
• Communicate monthly with parents about policy committee and network meetings.
• Maintain up-to-date records for policies and funder requirements.

Skills

Organizational skills

Prioritization

Recordkeeping

Attention to confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Details

Job Location: Garfield EEC - Chicago, IL 60624

Position Type: Full Time

Salary Range: $55,000.00 - $55,000.00

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- Support the YMCA’s commitment to child abuse prevention by:

• 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