Program Administrative Assistant

City Colleges of Chicago; Chicago (IL); On-site; USD 57,000 - 60,000; Full time

Job summary

City Colleges of Chicago at Truman College is seeking a Program Administrative Assistant to support the Child Development Center’s enrollment, attendance, health, safety and nutrition tasks in line with grant regulations and licensing standards.

The role offers frontline interaction with parents and visitors, data entry and document management, and collaboration with the Site Director and Family Services Coordinator to maintain records and smooth center operations.

Qualifications

• Associate degree and 2 years of clerical/ client experience required.
• Bachelor's degree preferred.
• Experience in Head Start or social service settings preferred.
• Strong customer service attitude and interaction with parents and staff.
• Strong oral and written communication skills.
• Highly organized with the ability to meet deadlines and work independently.

Responsibilities

• Assist in enrollment, attendance, and data entry for center records.
• Direct parents, visitors, and staff to appropriate personnel.
• Help manage accounts payable/receivable and track volunteer hours.
• Create, revise, and update documents, memos, and forms.
• Complete monthly reports and assist the Site Director as needed.
• Enter data into center management systems (attendance, health, family and staff data).
• Maintain inventory and order office and classroom materials.
• Assist with food service coordination and menu development when needed.

Skills

Customer service

Communication

Organization

Independent work

Data entry

Education

Associate's Degree in Business, Education or related field

Bachelor's Degree preferred

Tools

Microsoft Office

Excel

Word

Job description

Program Administrative Assistant - Child Development Center

Truman College is seeking a Program Administrative Assistantto help assist in our Child Development Lab Center in areas of enrollment, attendance, health, safety and nutrition in accordance with grant regulations, licensing and accreditation standards. The Program Administrative Assistant will assist in filing and record-keeping, creating documents and reports and act as the first point of contact for parents and visitors to the Child Development Lab Center.

GENERAL RESPONSIBILITIES:

• Assists in recruiting, enrolling, and maintaining information about eligible children for the center by gathering and entering data and maintaining appropriate files and children's folders.
• Directs parents, visitors and faculty to appropriate staff via face-to-face and telephone contacts.
• Under supervision of Site Director and Family Services Coordinator, works with parents on a variety of issues surrounding enrollment, fee payment, and family issues. Assists in management of accounts payable and receivables; maintains tracking of volunteer hours for in-kind billing.
• Creates, revises and updates documents, memos, letters, and forms as needed.
• Completes monthly reports and provides other assistance to Site Director, as needed.
• Enters data into child development center management tracking systems. This data would include, but not be limited to, attendance, health information, family information, and staff information.
• Maintains inventory and orders office and classroom materials and supplies.
• Works with college to ensure center receiving appropriate food service. Documents problems with services. May be asked to attain food service license and assist with food disbursement. May be asked to assist with ordering food or developing menus, as needed.

QUALIFICATIONS:

• Associate's Degree in Business, Education or a related field, plus two (2) years of experience in completing clerical tasks and working with clients/customers required. Bachelor's Degree preferred.
• Work experience in a Head Start center or social service agency is preferred.
• Must have a "customer service" attitude, as the position requires a great deal of interaction with parents and staff.
• Position requires strong oral and written communication skills.
• Must be highly organized, motivated and able to meet deadlines.
• Must be able to work independently with limited supervision.
• Must have computer skills and a working knowledge of Microsoft Office, including Excel, Word.

SALARY RANGE: $56,891.63 - $59,736.21

Offered salary will be determined by the respective collective bargaining agreement and applicant's education, experience, knowledge, skills and abilities.

This position is represented by the Local 1708 union.

We are an equal opportunity and affirmative action employer.

Chicago residency is required for all full-time employees within 6 months of hire

Thank you for your interest in City Colleges of Chicago!

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