Program Assistant - Stuyvesant Heights Child and Family Center

Grand St Settlement Inc.; New York (NY); On-site; USD 40,000 - 44,000; Full time

Job summary

Grand St Settlement Inc. seeks a Program Assistant to support the Head Start program at Stuyvesant Heights Child and Family Center. Under the Site Director, you provide administrative, clerical and programmatic support and assist with bookkeeping and invoice processing. The role requires an Associate or BA in business or related field, strong Microsoft Word and Excel skills, and the ability to multi-task, prioritize and work with families and staff in Brooklyn.

Qualifications

• Associate Degree, or BA Degree in Business Administration or related field required
• Excellent interpersonal skills
• Able to work independently & collaboratively
• Well-developed organizational skills including the ability to multi-task & manage time effectively
• Able to create, maintain and manage internal record-keeping on an ongoing basis
• Experience working with and knowledge of community resources, preferred
• Ability to foster and maintain positive, professional relationships with participating families
• Ability to use public transportation and travel independently
• Proficient computer skills including strong working knowledge of Microsoft Word and Excel
• Proficiency in Microsoft Word & Excel Well-developed organizational skills including the ability to multi-task & manage time effectively
• Able to create, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state)
• Meetall employee health requirementsinHeadStart Performance Standards/Head Start Act 2007

Responsibilities

• Supporting communication with families, staff and community partners; maintaining office and classroom supplies.
• Maintain a monthly expenditure spreadsheet documenting program spending, track purchases and operating expenses.
• Organizes receipts and supporting documentation and prepares monthly expense summaries for the Site Director to support budget monitoring and financial planning.
• Maintain budget functions in partnership with fiscal department; program supply & office supply ordering – follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, and summary report if applicable, track volunteer time.
• Assist teachers with classroom related administrative responsibilities and assist in classrooms & socializations as needed; duties may include translating for home visits and assist with handling children transported by bus services
• Assist with all clerical functions for the program, including document preparations for meetings and reporting for all staff members; answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed
• Responsible for tracking attendance, unexpected absence call log, enrollment, volunteers and in-kind in data systems (Excel, COPA) also help support staff with meeting 97% of enrollment at all times.
• Process required staff & volunteer forms/documents
• Maintain inventories for janitorial, office and kitchen supplies
• Develop partnerships in the Brooklyn community
• Maintainbudgetfunctionsforpartnership&overalldeliveryofcomprehensiveservicesthatincludes:coordinatingwithBTQ FiscalMonitoron partnerinquiries,maintainingefficientrecord keepingsystemsofprogramsupplies,expenses andofficeinventory,processingofprogramsuppliesorders,diapering suppliesand classroommaterialsandfurnishingsforPartnersites, followup withvendors,preparationofcheckrequisitions
• Perform other center related duties around enrollment, scheduling, & parent communication
• Liaison for Cool Culture participation & manage required paperwork/communication with families
• Other projects & program/fiscal responsibilities as assigned

Skills

Excellent interpersonal skills

Ability to work independently &_collab

Time management

Record-keeping

Community resources knowledge

Travel independently

Head Start Standards knowledge

MS Word

MS Excel

Education

Associate degree or BA in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Program Assistant - Stuyvesant Heights Child and Family Center

ACF HS-EHS GRANT Regular Full-Time Program Brooklyn, NY, US

Salary Range: $40,244.13 To $44,499.22 Annually

POSITION TITLE: Program Assistant

DEPARTMENT:Early Childhood Services

LOCATION(S): Stuyvesant Heights Child and Family Center;1825 Atlantic Ave., Brooklyn, NY

REPORTS TO:Site Director

SALARY RANGE:$40,244.13 - $44,499.22 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

DATE:November 2026

SCHEDULE:Monday - Friday, 8am - 4pm, or 9am - 5pm. Schedule may vary due to program needs.

JOB SUMMARY:The Program Assistant supports the daily operations of the Head Start program by providing administrative, clerical and programmatic assistance to the Site Director and staff. The Program Assistant is responsible for assisting with bookkeeping and financial recordkeeping, ensuring invoices are received, reviewed and submitted for approval, and processed for payment by established deadlines. The position maintains an organized invoice tracking system to monitor submission dates, payment due dates, outstanding invoices, and payment status.

EDUCATION,EXPERIENCEANDSKILLREQUIREMENTS:

• Associate Degree, or BA Degree in Business Administration or related field required
• Excellentinterpersonalskills
• Able to work independently & collaboratively
• Well-developed organizational skills including the ability to multi-task & manage time effectively
• Able to create, maintain and manage internal record-keeping on an ongoing basis
• Experience working with and knowledge of community resources, preferred
• Ability to foster and maintain positive, professional relationships with participating families
• Ability to use public transportation and travel independently
• Proficient computer skills including strong working knowledge of Microsoft Word and Excel
• Proficiency in Microsoft Word & Excel Well-developed organizational skills including the ability to multi-task & manage time effectively
• Abletocreate, maintain and manage internal record-keeping on an ongoing basis in collaboration with fiscal department
• Strong desire to gain working knowledge of Head Start Performance Standards & other fiscal requirements (local/state)
• Meetallemployeehealth requirementsinHeadStart Performance Standards/Head Start Act 2007

ESSENTIALDUTIES AND RESPONSIBILITIES:

Under the direct supervision of the Site Director, the Program Assistant shall be responsible for:

• Supporting communication with families, staff and community partners; maintaining office and classroom supplies.
• Maintain a monthly expenditure spreadsheet documenting program spending, track purchases and operating expenses.
• Organizes receipts and supporting documentation and prepares monthly expense summaries for the Site Director to support budget monitoring and financial planning.
• Maintain budget functions in partnership with fiscal department; program supply & office supply ordering – follow up with vendors, inventory & tracking, travel & expense reports, prepare check requisitions, CACFP reports, and summary report if applicable, track volunteer time.
• Assist teachers with classroom related administrative responsibilities and assist in classrooms & socializations as needed; duties may include translating for home visits and assist with handling children transported by bus services
• Assist with all clerical functions for the program, including document preparations for meetings and reporting for all staff members; answering phones, translating for teachers and parents, check mail daily and distribute accordingly, file documents into master binders and child files, greet parents when they come in and assist them when needed
• Responsible for tracking attendance, unexpected absence call log, enrollment, volunteers and in-kind in data systems (Excel, COPA) also help support staff with meeting 97% of enrollment at all times.
• Process required staff & volunteer forms/documents
• Maintain inventories for janitorial, office and kitchen supplies
• Develop partnerships in the Brooklyn community
• Maintainbudgetfunctionsforpartnership&overalldeliveryofcomprehensiveservicesthatincludes:coordinatingwithBTQ FiscalMonitoron partnerinquiries,maintainingefficientrecord keepingsystemsofprogramsupplies,expenses andofficeinventory,processingofprogramsuppliesorders,diapering suppliesand classroommaterialsandfurnishingsforPartnersites, followup withvendors,preparationofcheckrequisitions
• Perform other center related duties around enrollment, scheduling, & parent communication
• Liaison for Cool Culture participation & manage required paperwork/communication with families
• Other projects & program/fiscal responsibilities as assigned

PRE-EMPLOYMENT REQUIREMENTS:

• Successfully clear; NYS DOI Fingerprint Screening, NYS Central Registry Clearance, Sex Offender Registry Clearance, 3 reference checks, physical examination with updated TB test, Tdap, MMR, varicella (fees may apply)
• Meet all employee health requirements in Article 47 (DOHMH) and Head Start performance standards
• Mandated Reporter training certificate (every 2 years) and comply with agency’s policy and procedure regarding identification and reporting of child abuse and neglect
• Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment.

Please be advised that we can only make job offers once your clearances come through.