Administrative Assistant @ PS 169 - Bilingual (Mandarin / English) required

Description

JOB TITLE: Administrative Assistant at CFL PS169 -- Bilingual (Mandarin / English) required 

DEPARTMENT: PS 169 

Exemption: Non-Exempt 

PURPOSE OF THE POSITION: To provide essential multi-faceted support to CFL’s school-based program, particularly through office/administrative duties and family engagement. 

REPORTS TO: Stephanie Ruiz, Program Director 

SUPERVISES: N/A 

I. SPECIFIC RESPONSIBILITIES include but are not limited to 

• Assist with daily administrative tasks: maintaining weekly attendance rosters, keeping accurate daily headcounts, and overseeing sign-out for early pick-ups 
• Answering office phones, making phone calls to parents as needed 
• Check voicemail, site email, and other communication apps and respond accordingly 
• Maintain online attendance databases and run regular data reports to check for accuracy 
• Manage enrollment processes, transferring registration information from paper forms to online system and creating rosters in Excel 
• Ensure that student and staff files are up to date throughout the year (including newly enrolled students & new hires) 
• Keep highly organized paper/electronic files and detailed spreadsheets 
• Clean and organize office space; responsible for upkeep of technology, equipment, and office supplies 
• Design and implement new systems to streamline administrative procedures 
• Make and distribute copies of permission forms and flyers; compose and send email blasts with program announcements 
• Occasionally supervise and provide social-emotional support to program participants in groups and individually  
• Translate program and parent outreach documents  
• Provide sensitive interpretation services during conversations and interventions with students and families 
• Contribute to the planning and execution of special events and other community-building activities 
• Attend weekly staff meetings and other mandatory professional development workshops 
• Some evening and weekend hours are required throughout the year; may occasionally stay after scheduled shift to supervise late pickup  

II. QUALIFICATIONS 

• Education/Degree minimum requirement: High School Diploma or Equivalency Diploma (BA, a plus) 
• Experience: 2 years of after-school program/office experience or currently in college 
• Good verbal and writing skills 
• Highly organized and able to manage time efficiently 
• Detail-oriented, dependable, and pro-active 
• Excellent organizational skills 
• Strong Youth Development background 
• Must love children, working in groups, and being part of a community 
• Flexibility and the ability to work well as a member of a team 
• Interested in managing and creating positive experiences for groups of youth, including participants with special needs and challenging behaviors 
• Bilingual: English/Mandarin required (Cantonese, a plus) 

III. RELATIONSHIP WITH OTHERS 

• Build and maintain close professional boundaries, daily interactions with participants, co-workers, and supervisors 
• Effectively communicate with children, teenagers, parents, and outside agency staff 
• Forge a mutually respectful partnership with the people served and their families 
• Maintain contact as needed with participant’s families, school personnel, and external community groups to co-exist in the same space 
• Have a strong sensitivity to cultural differences present among staff and clients within our organization. 
• Possess a strong belief in people’s ability to grow and change 

IV. WORKING CONDITIONS 

• Actively engage and interact with teens, parents, coworkers, and outside agency staff 
• Fast-paced, high-energy environment 
• Work primarily in an office setting 
• Considerable time is spent at a desk using a computer 
• Share an office/desk with other program staff  
• Flexible working in an office setting and non-traditional classroom spaces 

V. SCOPE OF RESPONSIBILITY 

The Administrative Assistant focuses on completing essential administrative tasks to support the management of the organization and program. 

SCHOOL YEAR SCHEDULE  

Monday to Friday, 2pm to 6pm  

Thursdays 6 – 7:45pm (staff meeting) 

Occasional holiday camps and extended professional development days 

Salary Description  $20/hour 

To apply, send a resume and cover letter to Stephanie Ruiz (