Program Assistant

East-Side-House-Settlement; New York (NY); On-site; USD 28,000 - 40,000; Full time

Job summary

East Side House Settlement in Bronx, NY is seeking a Program Assistant to support the Mott Hall Community School after-school program. You will help with enrollment, attendance, documentation, and daily operations under the MSE Program Director.

Responsibilities include coordinating schedules, managing supplies, and maintaining accurate records while liaising with families and school personnel to ensure program compliance with DYCD, DOE, and DOH requirements.

Qualifications

• Requires High School Diploma or equivalent.
• Experience with administrative tasks and youth program support preferred.
• Familiarity with data entry, recordkeeping, and reporting processes.

Responsibilities

• Assist daily administrative and operational tasks to ensure program efficiency.
• Support enrollment, registration, and maintenance of participant files.
• Monitor attendance records and ensure accurate daily reporting.
• Prepare monthly reports and attendance summaries for leadership.
• Coordinate daily schedules, enrichment activities, events, and family engagements.
• Assist with inventory, supplies, and classroom organization.
• Maintain professional communication with parents, school staff, and program staff.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Office

Google Workspace

Data entry

Recordkeeping

Job description

Position TitleProgram AssistantDepartmentMSESite/LocationMott Hall Community School/650 Hollywood Ave, Bronx, NY 10465Job ClassificationNon-Exempt/Full-TimeSalary Range$24.73 HourlyReports ToMSE Program DirectorMISSION STATEMENTEast Side House cares for the individuals, families, and communities we serve by expanding opportunities to live more fulfilling lives through education, career, and supportive services.JOB DESCRIPTIONSummary/ObjectiveEast Side House (ESH), founded in 1891, is a 501(c) (3) organization that has served the South Bronx since 1963. The organization is dedicated to the community and focused on providing resources and opportunities. ESH has identified that education is the foundation for economic improvement and through its youth education and technology programs it teaches skills to allow its students and clients to become more self-sufficient and independent. As a community resource the organization also provides services to families and a growing senior population. In 2020 the organization began food distribution as an additional way to provide economic support to the community we serve. ESHs Youth After-School Academy, a literacy-focused after school program for students in grades 6 through 8 from high-poverty communities in Bronx, NY. ESH managed After School Programs offer students additional learning time in a fun, engaging, and safe environment. Students are offered a wide variety of activities including homework help, robotics, team sports, karate, dance, and music. Educational methods are used to build and reinforce the skills needed to reach New York State standards for promotion and graduation.Position SummaryThe Program Assistant supports the daily operations and administration of the Mott Hall Community School program. Under the supervision of the Program Director, the Program Assistant helps ensure the program runs smoothly by assisting with enrollment, attendance tracking, recordkeeping, staff coordination, supply management, and overall program organization.The Program Assistant works closely with the Program Director, Group Leaders, school personnel, students, and families to support program goals, maintain accurate documentation, and ensure compliance with ESH, DYCD, DOE, and DOH requirements.Essential Functions and ResponsibilitiesUnder the supervision of the Program Director, the Program Assistant will be responsible for, but not limited to, the following:Assist with daily administrative and operational functions to ensure the effective operation of the after-school program.Support student enrollment, registration, and maintenance of participant files and required documentation.Monitor, record, and submit daily attendance records, ensuring accuracy and timely reporting.Assist with maintaining program records, student information, staff documentation, and required compliance materials.Support the Program Director with preparing monthly reports, attendance summaries, participation data, and other required submissions.Assist with coordinating daily program schedules, enrichment activities, special events, trips, and family engagement activities.Help monitor program supplies, equipment, and inventory, including organizing and submitting supply requests as needed.Assist with maintaining organized program spaces, classrooms, activity areas, and administrative binders.Support communication with parents, caregivers, school personnel, and program staff in a professional and timely manner.Assist with staff scheduling, timesheet follow-ups, training documentation, and other administrative tasks as assigned.Help ensure program activities and daily operations align with ESH policies, DYCD requirements, and applicable DOE and DOH regulations.Maintain confidentiality of student, family, and employee information.Provide operational support to Group Leaders and enrichment specialists as needed.Report any student safety concerns, incidents, or operational challenges to the Program Director promptly.Actively participate in bi-weekly supervision, team meetings, pre-service training, and professional development opportunities, including at least 15 additional hours of training during the school year.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time based on the needs of East Side House Settlement.To perform this position successfully, the Program Assistant must be organized, detail-oriented, dependable, and able to manage multiple administrative responsibilities in a fast-paced, collaborative environment.Education / ExperienceHigh School Diploma or equivalent required.Previous experience in an administrative, clerical, or youth development setting preferred.Experience with Microsoft Office, Google Workspace, data entry, and recordkeeping preferred.CompetenciesStrong organizational, communication, and time-management skills.Ability to maintain accurate records and meet reporting deadlines.Ability to work collaboratively with staff, students, families, and school personnel.Strong attention to detail and problem-solving skills.Ability to maintain confidentiality and exercise sound judgment.Basic computer proficiency and willingness to learn program data systems.Required Clearances and TrainingDepartment of Health Fingerprint Clearance.Department of Education Fingerprint Clearance.State Central Registry (SCR) Clearance.Staff Exclusion List (SEL) Clearance.Physical examination and TB test.Mandated Reporter Training (2 hours).Foundations of Health and Safety Training (5 hours).ClearanceEmployees must be cleared to work at ESH. Employment is contingent upon successful completion of all required background checks and screenings.Supervisory ResponsibilityThis position does not have direct supervisory responsibility but may assist with coordinating daily administrative and operational tasks.Physical DemandsThis role may involve occasional lifting or moving of items up to 25 pounds and routine use of standard office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Expected Work ScheduleThis is a full-time position with a work schedule of Monday through Friday, 10:00 AM to 6:00 PM.Workdays and hours are subject to change based on ESH's program needs.Equal Employment Opportunity StatementEast Side House Settlement (ESH) is an Equal Opportunity Employer and strongly encourages individuals with disabilities and veterans to apply. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.