Program Administrative Assistant - Child Development Center

City Colleges of Chicago; Chicago, Northern (IL, KY); On-site; USD 55,000 - 58,000; Full time

Job summary

City Colleges of Chicago, Malcolm X College, is seeking a Program Administrative Assistant for the Child Development Center. Under the Site Director, you will help with enrollment, attendance, health, safety and nutrition compliance, file keeping, reporting, and serve as the first point of contact for parents.

Qualifications include an Associate’s Degree (or Bachelor’s preferred), two years clerical experience, strong customer service, and MS Office skills.

Qualifications

• Associate’s Degree in Business, Education or related field with 2 years of clerical experience required.
• Customer service oriented with strong communication skills.
• Experience handling enrollment, attendance, and reports preferred.
• MS Office proficiency and ability to work independently.

Responsibilities

• Assist Site Director with enrollment, attendance, health, safety and nutrition records.
• Serve as first point of contact for parents and visitors to the Center.
• Manage filing, records, memos, and monthly reports for funding sources.
• Enter data in management tracking systems and coordinate observer hours.
• Maintain inventory and coordinate food service documentation as needed.

Skills

Customer service

Communication

Organizational

Microsoft Office

Education

Associate’s Degree in Business or Education

Bachelor’s Degree preferred

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Job description

Program Administrative Assistant - Child Development Center

PROGRAM ADMINISTRATIVE ASSISTANT – CHILD DEVELOPMENT CENTER
MALCOLM X COLLEGE

Malcolm X College is currently seeking a Program Administrative Assistant for the Child Development Center.

The Child Development Laboratory Schools will lead the City of Chicago in providing high-quality, comprehensive programs, as well as demonstration and training sites that serve faculty, students, and children of college staff and the greater Chicago community. Our mission is to provide superb Early Learning services for preschool children and their families. This means a commitment to implementing practices based on established standards and research in the fields of Early Care and Education. Finally, this also means a commitment to providing support to City Colleges of Chicago students, staff and the broader community. The program’s approach to Child Development and Education is developmentally and linguistically appropriate and demonstrates the understanding that children have individual rates of development, interests, temperaments, languages, cultural backgrounds, and learning styles. Families are considered the child’s first teachers and partners in their children’s education.

The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect.

PRIMARY OBJECTIVE

Under the direction of the Site Director – Child Development Center, the Program Administrative Assistant – Child Development Center is responsible for assisting the Site Director in areas of enrollment, attendance, health, safety and nutrition in accordance with Head Start 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 Schools. Performs related duties as required.

ESSENTIAL DUTIES

• Adheres to NAEYC Code of Ethical Conduct, demonstrating a professional attitude and work ethic. Demonstrates respect for children, families and colleagues at all times.
• Assists in recruiting, enrolling, and maintaining information about eligible children for the center by gathering and entering data and maintaining appropriate files, binders and children’s folders.
• Directs parents, visitors and faculty to appropriate staff persons via face-to-face and telephone contacts.
• Under the supervision of Site Director, works with parents on a variety of issues surrounding enrollment, fee payment, and family concerns.
• Assists in management of accounts payable and receivables; maintains tracking of volunteer hours for in-kind billing.
• Creates, revises and updates all documents, memos, letters, and forms as needed for all funding sources as well as edits and distributes monthly newsletter.
• Completes monthly reports and provides other assistance to Site Director, as needed.
• Enters information into child development schools management tracking systems. This information would include, but not be limited to, attendance, health information, family information, and staff information.
• Coordinates student observers, visitors and tracks student hours as well as maintains appropriate documentation.
• Assists Family Services Coordinators with assigned tasks.
• Maintains inventory and orders office and classroom materials and supplies.
• Works with the college to ensure center receiving appropriate food service.
• Documents problems with services. Required to attain food service license and assist with food disbursement. May be asked to assist with ordering food as needed.
• Maintains office environment for excellent customer service.
• Performs related duties as assigned.

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 Suite (Word, Excel, PowerPoint).

SALARY RANGE: $54,835.31-57,577

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!

Additional Information

• Salary Range: Salary Range: $54,835.31-57,577.01