Job Title: School’s Out Administrative/Program Assistant

FLSA Status: Part Time, Non-Exempt

Reports to: School Age Child Care Director and Executive Director of School Age Child Care

                                                                                                                                                                                                                

POSITION SUMMARY:

The School’s Out Administrative/Program Assistant is responsible, in coordination with the School Age Child Care Director, for all aspects of the before/after school age child care programs, as well as the School’s Out at Camp days, for YMCA of the Pines  The program assistant will support the supervision and administration of all aspects of School’s Out programs including but not limited to program development; administrative support;  staff relations and all elements of training, supervision and evaluation; participant registration and enrollment; community and parent relations; program marketing; and  licensing/professional accreditation.

 

SCHEDULE AND LOCATION:

The position will be based out of the Welcome Center at YMCA of the Pines in Medford, NJ as well as our 8 program locations. 30 hours per week/5 days per week. Ability to work 30 hours per week, M-F. Schedule to be finalized with the director. The schedule will vary based on program needs and weekly assignments between the hours of 6am and 6pm, with occasional evening staff meetings. Availability to manage AM staffing beginning at 6am will be required at times.

 

ESSENTIAL FUNCTIONS:

  • Support the supervision and administration of all aspects of staffing, including staff recruitment, staff training, tracking staff training, supervision and evaluation of staff
  • Under the direction of the School’s Out Director, work with staff at program locations to enhance and improve programming and logistics, troubleshoot issues, etc.
  • Ensure program compliance with Department of Children and Families and support renewal of licenses and all issues of program logistics
  • Inventory, order and manage supplies for program needs including staff uniforms, consumables, first aid, and snacks while staying within budget
  • Supply and distribute standardized curriculum components for School’s Out and School’s Out at Camp programs
  • Help develop and maintain a culture and emphasis on first-class customer service with the staff. Respond to user, parent and/or customer complaints, questions, issues or inquiries promptly
  • Assist in filing weekly paperwork from School’s Out sites
  • Adjust staffing schedules as needed to ensure mandated ratios at all locations.
  • Run weekly rosters and registration paperwork for each location
  • Create google forms for training and schedules
  • Contact parents regarding registration and manage registration schedule changes
  • Administer registration software
  • Track weekly incident and injury reports
  • Support the School’s Out Director and Executive Director additionally as needed

 

COMPETENCIES:

Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions and perceptions.

Operational Effectiveness: Makes sound judgment, and transfers learning from one situation to another.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change.

 

QUALIFICATIONS:

  1. Ability to clear state-mandated background checks, including criminal history and child abuse records checks.
  2. Strong computer skills required. Microsoft Office skills required, particularly Word and Excel; Publisher, PowerPoint and CANVA skills strongly preferred. Experience creating and managing google forms and sheets.
  3. Strong time management and organizational skills, with the ability to manage multiple tasks and balance shifting priorities while maintaining confidentiality. Ability to manage multiple projects at once, and to independently keep up with tasks & their required frequency (monthly/weekly/yearly basis .)
  4. Excellent interpersonal skills. The ability to consistently deal cordially with a wide variety of personalities both on the phone and in person.
  5. Experience developing and administering creative and dynamic youth programs.
  6. Ability to work in a fast-paced, progressive environment.
  7. Prior office experience preferred.

 

WORKING CONDITIONS:

  1. Ability to work 30 hours/5 days a week. The schedule will vary based on program needs and weekly assignments between the hours of 6am and 6pm, with occasional evening staff meetings. Availability to manage AM staffing beginning at 6am will be required at times.
  2. Ability to walk, stand, and sit for long periods of time.
  3. Must be able to lift and carry supplies weighing up to 40 pounds, including up and down stairs.
  4. Position may require bending, leaning, kneeling, lifting, walking, and stairs.
  5. Ability to speak concisely and communicate effectively.
  6. Ability to view/enter data for long periods of time.

 

EFFECT ON END RESULT:

The School Age Child Care Administrative/Program Assistant fills a vital role for YMCA of the Pines. The effectiveness of the incumbent shall be measured by the degree to which the above goals are met.

 

This job description is not an expressed or implied contract, and YMCA of the Pines. reserves the right to change this job description as necessary.

For more information contact Becca Gutwirth, becca@ycamp.org.

To apply, click the apply now button here ycamp.org/about/employment.