Senior Administrative Assistant

Grandsettlement; Northern, New York (KY, NY); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Life insurance

401k plan

Vacation time

Personal time off

Sick time off

Job summary

Grandsettlement is seeking a Senior Administrative Assistant in The Bronx, NY to support Head Start/Early Head Start programs. The role evolves during startup for two years, with duties revisited as sites come online. Schedule is Monday-Friday, with flexibility for program needs.

The candidate will manage the Sr. Director’s calendar, prepare HR and financial documents, and liaise with vendors and staff to maintain smooth operations.

Qualifications

• BS degree in Business Administration or related field.
• Excellent interpersonal skills.
• Able to work independently & collaboratively; some administrative experience.
• Proficiency in Microsoft Word & Excel; well-developed organizational skills.
• Able to create, maintain and manage internal record-keeping with fiscal collaboration.
• Strong desire to gain knowledge of Head Start Standards & fiscal requirements.
• Meet all employee health requirements in Head Start Standards.
• Strong administration support skills and attention to detail.

Responsibilities

• Provide admin support to ensure smooth program operations.
• Assist with managing Sr. Director’s calendar and scheduling meetings.
• Coordinate documents including new hire paperwork and accounting documentation.
• Interface professionally with vendors, staff, partners, consultants, and community service reps.
• Plan and migrate Staff HR files in COPA and update regularly.
• Coordinate travel for Sr. Director and Managers as needed for training.
• Assist program with internal ERSEA file reviews.
• Train new Program Assistant.
• Develop relationships at all levels of the organization.
• Assist with budget related activities.
• Assist with centralized purchasing requests and procedures.
• Review variance reports and update policies to meet HS standards.
• Provide executive administrative support to the Regional Director and management.
• Prepare correspondence, reports, and meeting minutes.

Skills

Interpersonal skills

Independent work

MS Word

MS Excel

Record keeping

Head Start knowledge

Attention to detail

Education

BS degree in Business Administration or related field

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.

Senior Administrative Assistant

Bronx, NY, US

Salary Range: $60,000.00 To $65,000.00 Annually

TITLE: Senior Administrator

DEPARTMENT: Early Childhood Services

LOCATION: The Bronx (location subject to change)

REPORTS TO: Early Childhood Director of the Bronx

SALARY RANGE: $60,000 - 65,000 (benefits include life insurance, 401k plan and vacation, personal and sick time-off)

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

JOB SUMMARY :

Responsible for administrative and program support services for the Head Start/ Early Head Start and Early Head Start Child Care Partnership Program. For the start-up phase for 2 years this will be an evolving position. Interim roles and responsibilities will be adjusted and this position requires an individual to be flexible. Job responsibilities will be revisited once all center-based sites are up and running.

EDUCATION , EXPERIENCE AND SKILL REQUIREMENTS :

• BS degree Business Administration or related field
• Excellent interpersonal skills
• Able to work independently & collaboratively Some administrative experience
• Proficiency in Microsoft Word & Excel Well - developed organizational skills including the ability to multi - task and m anage 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 )
• Meet all employee health requirements in Head Start Performance Standards / Head Start Act 2007
• Strong competency in administration support skills, including attention to detail, resourcefulness in learning new software and office equipment, strong skills in word processing, database, spreadsheets, template maintenance and quality procedures are necessary.

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 procedureregarding identification and reporting of child abuse and neglect
• Obtain First Aid/CPR and Preventive infectious diseases certificate within the first year of employment

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide admin support that helps ensure smooth program operations. This includes and is not limited to:
• Assist with managing the Sr. Director’s calendar, including scheduling meetings, confirming appointments and prioritizing meetings utilizing google calendar
• Coordinate documents including new hire paperwork and accounting documentation. This includes highlyconfidential and privileged information.
• Professionally interface with internal and external vendors, staff, potential partners, consultants, and community service representatives
• Plan and migrate Staff HR files in COPA and update regularly
• Coordinate travel, including flights, hotels, for Sr. Director and Managers as needed for training
• Assist program with internal ERSEA file reviews
• Train new Program Assistant
• Develop positive and strategic relationships at all levels of the organization
• Assist with budget related activities
• Assist GSS as needed in centralized purchasing requests and procedures.
• Assist Sr Director of EC in reviewing variance report s, updating policies and procedures to ensure HSPS Program and Design Management requirements (i.e., Staff fil es, New Employee Onboardin g, training s, and others - as appropriate )
• Provide executive-level administrative support to theReginal Director and management team.
• Manage calendars, schedules, meetings, and travel arrangements
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Coordinate leadership meetings, training, and special events.
• Assist with administrative functions for the program , including document preparations for meetings , maintain record keeping , including minutes , of all planning meetings Process required staff & volunteer forms / documents related to HR onboarding (example - Department of Invest ig ations , and Statewide Central Registry Checks ) Assist with all professional development / training scheduling , as necessary
• Participate in all required trainings & meetings to enhance skills & knowledge ; Participate in annual self - assessment , community assessment , & ongoing monitoring Perform other program-related duties as needed
• Other projects & program / fiscal responsibilities as assigned