Program Assistant

Bethlehem Area School District; Bethlehem; On-site; ZAR 562,000 - 641,000; Part time

Job summary

Bethlehem Area School District is seeking a highly organized Program Assistant to support the Pre-K Counts program on-site in Bethlehem. The role requires bilingual English/Spanish communication, strong administrative skills, and the ability to manage multiple tasks with accuracy.

You will coordinate family outreach, student enrollment, records, budgets, and program compliance while collaborating with district staff and community partners. The position is part-time, Monday–Friday, 8:30 a.m.

Qualifications

• High level of organization and attention to detail.
• Strong written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to work independently, multitask, prioritize responsibilities, and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office Suite, Google Workspace, and Synergy.
• Ability to learn and efficiently use new technology, software, and office processes.

Responsibilities

• Serve as a welcoming contact for families, staff, district departments, service providers, and community partners.
• Coordinate student registration, enrollment, withdrawals, and related processes.
• Maintain accurate, organized, and confidential student and program records.
• Use and maintain information within district systems, including Synergy.
• Prepare correspondence, reports, forms, attendance notices, and other program-related documents.
• Schedule appointments, meetings, family conferences, and program activities.
• Process purchase orders, monitor budget allocations, and track program and classroom supplies.
• Support compliance with federal, state, local, district, and Pennsylvania Pre-K Counts requirements.
• Organize documentation for grant monitoring, program reviews, site visits, and audits.
• Coordinate student recruitment, enrollment, and program outreach efforts.
• Assist with planning and logistics related to future program growth and the addition of classrooms.
• Identify program needs and recommend improvements to procedures and operations.
• Develop positive and professional relationships with Pre-K students and families.
• Meet and communicate with families throughout the year to address questions, concerns, attendance, student needs, and program requirements.
• Serve as a bridge among families, teachers, administrators, and service providers.
• Coordinate family meetings, orientations, family-engagement events, and other program activities.
• Connect families with school, district, and community resources.
• Identify barriers affecting student attendance, participation, or retention and help families access appropriate support.
• Provide clear and professional communication to families in English and Spanish.
• Support students and families as they transition into Pre-K and from Pre-K into kindergarten.
• Provide program and administrative support to Pre-K teachers and instructional assistants.
• Assist staff with student documentation, parent communication, and follow-up activities.
• Help document, monitor, and communicate student progress related to behavior plans and interventions.
• Maintain organized records of family communication.
• Provide classroom support as needed and as scheduling and program responsibilities permit.
• Promote consistent procedures and communication across all Pre-K Counts classrooms.
• Support staff in addressing student and family needs in a timely and coordinated manner.
• Collaborate with district departments and community agencies to support the goals of the Pre-K Counts Program.
• Participate in program meetings, professional learning, and planning activities.
• Gather feedback from families and staff to identify opportunities for program improvement.
• Support the development of consistent procedures across Pre-K Counts classrooms.
• Assist with program planning, evaluation, and continuous-improvement efforts.
• Learn and efficiently use new technology, software, and program processes.
• Perform other duties as assigned.

Skills

Organization

Communication skills

Customer service

Multitasking

Confidentiality

MS Office

Google Workspace

Synergy

Tools

Microsoft Office Suite

Google Workspace

Synergy

Job description

Pre-K Counts is seeking a highly organized and detail-oriented Program Assistant to support the program. The ideal candidate is a proactive, service-oriented professional who works well independently and collaboratively in a fast-paced environment. This role requires strong communication skills, discretion, reliability, and the ability to manage multiple priorities while maintaining accuracy and organization. Fluency in Spanish and English, including the ability to read, write, and speak both languages, is required.

This is a part-time, grant-funded, on-site position scheduled Monday through Friday, from 8:30 a.m. to 2:15 p.m., throughout the year.

Responsibilities:

Program Coordination and Administration

• Serve as a professional and welcoming point of contact for families, staff, district departments, service providers, and community partners.
• Coordinate student registration, enrollment, withdrawals, and related processes.
• Maintain accurate, organized, and confidential student and program records.
• Use and maintain information within district systems, including Synergy.
• Prepare correspondence, reports, forms, attendance notices, and other program-related documents.
• Schedule appointments, meetings, family conferences, and program activities.
• Process purchase orders, monitor budget allocations, and track program and classroom supplies.
• Support compliance with federal, state, local, district, and Pennsylvania Pre-K Counts requirements.
• Organize documentation for grant monitoring, program reviews, site visits, and audits.
• Coordinate student recruitment, enrollment, and program outreach efforts.
• Assist with planning and logistics related to future program growth and the addition of classrooms.
• Identify program needs and recommend improvements to procedures and operations.

Family Engagement

• Develop positive and professional relationships with Pre-K students and families.
• Meet and communicate with families throughout the year to address questions, concerns, attendance, student needs, and program requirements.
• Serve as a bridge among families, teachers, administrators, and service providers.
• Coordinate family meetings, orientations, family-engagement events, and other program activities.
• Connect families with school, district, and community resources.
• Identify barriers affecting student attendance, participation, or retention and help families access appropriate support.
• Provide clear and professional communication to families in English and Spanish.
• Support students and families as they transition into Pre-K and from Pre-K into kindergarten.

Classroom and Staff Support

• Provide program and administrative support to Pre-K teachers and instructional assistants.
• Assist staff with student documentation, parent communication, and follow-up activities.
• Help document, monitor, and communicate student progress related to behavior plans and interventions.
• Maintain organized records of family communication.
• Provide classroom support as needed and as scheduling and program responsibilities permit.
• Promote consistent procedures and communication across all Pre-K Counts classrooms.
• Support staff in addressing student and family needs in a timely and coordinated manner.

Collaboration and Continuous Improvement

• Collaborate with district departments and community agencies to support the goals of the Pre-K Counts Program.
• Participate in program meetings, professional learning, and planning activities.
• Gather feedback from families and staff to identify opportunities for program improvement.
• Support the development of consistent procedures across Pre-K Counts classrooms.
• Assist with program planning, evaluation, and continuous-improvement efforts.
• Learn and efficiently use new technology, software, and program processes.
• Perform other duties as assigned.

Qualifications:

• High level of organization and attention to detail
• Strong written and verbal communication skills
• Strong customer service and interpersonal skills
• Ability to work independently, multitask, prioritize responsibilities, and meet deadlines
• Ability to maintain confidentiality and exercise sound judgment
• Proficiency in Microsoft Office Suite, Google Workspace, and Synergy
• Ability to learn and efficiently use new technology, software, and office processes

Starting Rate: $25.00 $28.49 per hour, depending on experience

EQUAL RIGHTS AND OPPORTUNITIES POLICY As an equal rights and opportunities agency, the Bethlehem Area School District will not discriminate in its educational programs, activities, or employment practices, based on race, color, national origin, sex, disability, age, religion, ancestry, or any other legally protected classification. Announcement of this policy is in accordance with state and federal laws, including Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990.