Business Operations Program Manager Jobs in Alaska

Description
General Functions:
The Program Assistant provides administrative and operational support to ensure effective implementation of programing at Clare Swan Early Learning Center. This position assists the Compliance Manager & Sr Manager, Teaching and Instruction in the effective day-to-day operations of keeping the center in compliance with childcare licensing, CACFP, and Office of Head Start requirements. Working in partnership with our people, the Program Assistant develops opportunities that fulfill our endless potential by supporting administrative processes and daily program operations across key service areas including Quality Assurance, Education-Child Development, Disabilities, Health and Safety, Nutrition, ERSEA, Mental Health, and Family and Community Engagement. The role requires strong organizational skills, attention to detail, and dedication to serving Alaska Native and American Indian children and families.
Duties and Responsibilities:
Program Assistant I
• Provide professional, high level of customer service to all CSELC staff, participants, vendors, and key stakeholders.
• Answer phone calls, respond to all general email inquiries, greet guests, and route all employee and visitor questions to the proper staff.
• Use program management software to take daily child attendance and send messages to families as directed.
• Assist department staff with day-to-day operations, clerical duties, and special projects.
• Ensure workspaces (including front area, laundry room, break room, etc.) are clean, well-supplied, and office equipment is in good working order and supplied at all times.
• Make photocopies, transmit documents, order office supplies, and perform other clerical functions.
• Create check requests, purchase requisitions, and support credit card reconciliations.
• Work with the Kitchen Supervisor to coordinate weekly supply purchasing.
• Coordinate inventory and ordering of education supplies.
• Become knowledgeable of CITC program services.
• Support operations staff to audit and maintain documentation in children's files.
• Assist with meeting classroom ratios when necessary.
• Maintain the confidentiality and security of all program data.
• Maintain confidentiality according to regulations, policies, and procedures.
• Perform all related duties as needed and assigned.
Program Assistant II
• Consistently perform all duties and responsibilities of Program Assistant I with a high level of proficiency.
• Perform data entry to create child profiles in My Teaching Strategies as directed by Sr Manager, Teaching and Instruction.
• Monitor completion of lesson plans, daily health and safety checks, and other teacher paperwork as assigned.
• Complete daily clerical tasks and administrative operations and special projects with minimal oversight.
• Prepare letters, documents, expense reports, invoices, and other correspondence as requested.
• Support manager to organize and present relevant data (attendance, family night participation, etc.).
• Support operations staff to audit and maintain documentation in children's files.
• Support Clare Swan ELC management in recruitment efforts of new staff, including scheduling interviews and conducting reference checks.
• Support ERSEA coordinator to schedule EVAs and orientations.
• Schedule department-related meetings and events and maintain calendars.
• Arrange conference rooms for department meetings and in-services, coordinate ordering food and refreshments as needed.
• Assist with coordination of travel arrangements.
• Enter and track work orders for maintenance and facility's needs.
• Track Elder Mentor and Volunteer Hours and UAA Student observation schedules.
• Perform all related duties as needed and assigned.
Program Assistant III
• Consistently perform all duties and responsibilities of Program Assistant I and II with a high level of proficiency.
• Independently conduct file audits and work directly with families to ensure compliance.
• Monitor completion and quality of teacher's paperwork and make reports to Sr Manager, Teaching and Instruction.
• Work with ERSEA Coordinator to collect eligibility documentation, complete EVAs, and support families during the enrollment process.
• Support Management team to complete personnel data entry, including setting up new staff in CP, entering training data, and maintaining calendar of CDA renewals.
• Support the Compliance Manager & Sr Manager, Teaching and Instruction to send and track referrals for students and families.
• Support Director to schedule and record minutes at Policy Council.
• As needed, support the management team in planning and conduct training for staff.
• Perform all related duties as needed and assigned.
Job Specifications:
• Excellent verbal and written communication skills with knowledge of proper grammar, good vocabulary, spelling, and proofreading skills.
• Excellent public contact skills and telephone etiquette with excellent computer skills, including Word and Excel in a Microsoft Windows environment.
• Proficient use of PCs and standard office equipment with ability to type 50 wpm accurately and with knowledge of general business formats and procedures.
• Ability to make sound decisions and exercise good judgment while working independently with minimal supervision and maintaining attention to detail.
• Ability to work closely with personnel from other departments within Cook Inlet Tribal Council and prioritize workload while adapting to changing priorities.
• Maintain a high degree of sensitivity regarding confidential information.
• General knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.
Minimum Core Competencies:
CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.
Requirements
Minimum Qualifications:
• Continued employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.
• Must provide copy of current Health Report.
Program Assistant I
• High School Diploma or GED.
• Six (6) months of experience working as a receptionist, administrative, or related work experience. Successful completion of CITC's Administrative Apprenticeship Program may substitute for the experience requirement.
Program Assistant II
• High School Diploma or GED.
• Two (2) years of progressive experience working as a receptionist, administrative, or related work experience.
Program Assistant III
• Associate's degree in Business Administration, Organizational Development, Human Resources, or related field. Relevant experience may substitute for educational requirement on a year-for-year basis.
• Three (3) years of administrative or related work experience.
• Valid Alaska Driver's License and insurable under CITC's automotive insurance, which requires a driver to be at least 21 years of age and have had a driver's license for at least three years.
Preferred Qualifications:
• Current or former Head Start parents are encouraged to apply.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Frequently be physically active without getting tired, including active play and activities.
• The ability to be on your feet for long periods of time.
• Must be able to lift up to 50 pounds frequently, by utilizing proper lifting techniques and working in a safe manner.
• Able to get up and down off the floor with ease, including kneeling, bending, squatting.
• The ability to wear the appropriate PPE.
• Frequently exposed to bodily fluids.
• Possible exposure to noise, and contaminants such as cleaning solvents.
• Routinely exposed to outdoor conditions including inclement weather.