Program Administrative Assistant Jobs (NOW HIRING)

Location: Madisonville CoStars – 4550 Red Bank Expressway Schedule: Monday – Friday | 9:30 AM – 6:00 PM Additional Expectations: Occasional travel to after-school program sites and classroom/program support as needed

About the Role

Best Point Education & Behavioral Health is seeking a highly organized, detail-oriented Program Administrative Support Assistant to provide administrative and operational support to our Early Childhood and School Age (ECSA) programs.

This entry-level professional position is ideal for an individual looking to build experience in program administration, education, behavioral health, nonprofit operations, and client services. The Program Administrative Support Assistant will support daily program functions through maintaining records, managing documentation, assisting families, coordinating administrative tasks, and supporting program operations.

This role serves as an important resource to program leadership, staff, families, and community partners by ensuring administrative processes are completed accurately, efficiently, and in alignment with program requirements. The position will work onsite at the Madisonville CoStars location while providing occasional administrative support to after-school program sites.

The ideal candidate is organized, adaptable, professional, and interested in developing a career supporting programs that make a meaningful impact in the lives of children and families.

Full benefits package includes:

• Health, dental, and vision insurance
• FSA and HSA plans with a match
• Retirement plan (403b) with a match up to 4%
• Tuition assistance
• Public Loan Forgiveness eligibility
• Paid time off and holidays
• Mileage reimbursement

Minimum Qualifications

• High school diploma required. Associate's degree in business administration, education, human services, psychology, healthcare administration, or related field preferred. Equivalent experience is accepted.
• Prior administrative, customer service, education, healthcare, nonprofit, or office experience required.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to learn and utilize electronic databases and recordkeeping systems.
• Ability to work independently while maintaining strong collaboration with a team.
• Professional, dependable, and adaptable approach to supporting children, families, and staff.

Primary Responsibilities

Administrative & Program Support

• Provide day-to-day administrative support for Early Childhood and School Age programs.
• Maintain accurate client records, files, spreadsheets, databases, and tracking systems.
• Complete data entry and assist with maintaining electronic and paper documentation.
• Prepare, organize, and maintain program materials, reports, forms, and correspondence.
• Assist with documentation required for audits, reviews, licensing, and quality improvement activities.
• Support program leadership with administrative tasks, special projects, and process improvement efforts.
• Assist with scheduling, meeting preparation, and communication needs.
• Provide reception support, including welcoming visitors, answering questions, and directing requests appropriately.
• Maintain organized administrative systems to support efficient program operations.

Family & Client Support

• Serve as a professional and welcoming point of contact for children, families, staff, and visitors.
• Provide administrative assistance to families regarding program documentation, forms, invoices, and payment processes.
• Assist with maintaining enrollment records, client files, and required documentation.
• Support communication efforts with families and community partners.
• Assist with surveys, data collection, and feedback processes to support program improvement.
• Maintain confidentiality when handling client and program information.

Program Operations Support

• Support daily administrative operations at the Madisonville CoStars location.
• Assist with attendance tracking, voucher documentation, and required program reporting.
• Support fee collection processes and assist families with payment-related questions.
• Coordinate administrative materials, supplies, mail, and payment delivery/pickup processes.
• Assist with planning and preparation for family events, open houses, outreach activities, and program initiatives.
• Travel occasionally to after-school sites to provide administrative support as needed.
• Collaborate with internal departments to obtain resources and support program needs.

Classroom & Site Support

• Provide occasional classroom and program support to assist with staffing needs and licensing requirements.
• Assist classroom staff with daily activities, transitions, and child engagement.
• Assist with special activities, field trips, events, transportation support, and other program needs as assigned.
• Maintain a positive, supportive, and professional environment for children and families.

Work Environment:

This position operates in a combination of office, school, and behavioral health environments. The employee may interact with children, families, and individuals with varying needs and behaviors. The role may involve exposure to classroom environments, including noise, bodily fluids, and situations requiring patience, flexibility, and professionalism.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to: Regularly required to sit, stand, walk, bend and lift objects of up to 20 pounds.

Our Culture:

Best Point Education & Behavioral Health is Greater Cincinnati's most prolific non-profit specializing in education, behavioral and therapeutic health services and autism services for vulnerable, at-risk youth, their families, and caregivers. Best Point Education & Behavioral Health is proud to embrace our ideals of an equal opportunity workplace by actions as well as our words. We lead our community with respect and tolerance, internally and externally, and we expect our employees to embrace this ideal and express it in their day-to-day interactions.

All qualified applicants will receive consideration for employment without regard to, and will not be discriminated against, based on age, race, gender, color, religion, national origin, sexual orientation, gender identity, veteran status, disability or any other protected category.