Program Assistant Jobs in Rye, NY (NOW HIRING)

Position Title

Program Assistant – Full-time

Department

COMPASS Program – Elementary

Site/Location

Mitchel Community Center

210 Alexander Ave

Bronx, NY 10454

Job Classification (HR Use Only)

Non-Exempt

Full Time

Salary

$ 22.00 per hour

Reports To

Program Director

MISSION STATEMENT

East Side House cares for the individuals, families, and communities we serve by expanding opportunities to live more fulfilling lives through education, career, and supportive services.

JOB DESCRIPTION

Summary/Objective

East Side House Settlement (ESH) is a community resource in the Bronx and Northern Manhattan committed to expanding opportunities through education, career development, and supportive services. The COMPASS Elementary Program advances this mission by providing structured, inclusive, and engaging afterschool programming for children and families.

The Program Assistant works closely with and under the supervision of the Program Director to support the program’s daily administrative, operational, compliance, and student- and family-support needs. This position assists with maintaining required documentation, coordinating communication, supporting staff operations, monitoring compliance requirements, and following up on concerns identified by the Program Director.

The Program Assistant collaborates with the Inclusion Coordinator, Education Specialist, Parent and Family Engagement staff, DOE personnel, and community partners when directed. This is not an Assistant Director, Activity Specialist, Youth Educator, or classroom-based position.

Essential Functions and Responsibilities

Duties and responsibilities of the Program Assistant include, but are not limited to, the following:

1. Provide administrative, operational, compliance, and programmatic support to the Program Director as assigned.

2. Assist with the planning, coordination, organization, and ongoing improvement of program operations, procedures, schedules, and special initiatives.

3. Support daily administrative operations, including student arrival and dismissal procedures, staff coverage, schedules, meetings, events, trips, and other program logistics.

4. Maintain accurate and organized program records, including attendance, incident reports, training records, contact logs, inventory records, and other required documentation.

5. Review program and personnel files for missing, incomplete, or expired documents and assist the Program Director with keeping clearances, physicals, certifications, trainings, and compliance records current.

6. Assist the Program Director with maintaining confidential student and family-support files, including contact information, action plans, referrals, follow-up notes, emergency information, authorized pickup information, and related records.

7. Collaborate with the Inclusion Coordinator and Education Specialist regarding students’ social-emotional, behavioral, developmental, academic, accessibility, and other support needs, as directed by the Program Director.

8. Document and promptly report student, family, staff, safety, or program concerns to the Program Director and assist with approved follow-up actions and referral procedures.

9. Communicate professionally, as directed, with parents and guardians, DOE guidance counselors, the school’s social-services department, community partners, and other appropriate personnel regarding program or family-support matters.

10. Support family-engagement efforts, including outreach, orientations, conferences, workshops, newsletters, events, and the distribution of community-resource information in collaboration with the appropriate program staff.

11. Assist with staff onboarding, orientation, training coordination, scheduling, meeting preparation, and the distribution of program policies, procedures, and required materials.

12. Participate in staff meetings, professional-development sessions, required workshops, family events, program events, trips, and other program-wide initiatives as assigned.

13. Support compliance with ESH, DYCD, DOE, DOH, and other applicable standards by assisting with reports, data entry, file preparation, monitoring requirements, and audit or site-visit readiness.

14. Maintain confidentiality, professional boundaries, ethical conduct, and appropriate reporting and referral procedures, including the immediate reporting of suspected abuse or maltreatment, serious incidents, and safety concerns.

15. Monitor office and program supplies, assist with inventory and purchase requests, maintain organized work areas, and complete additional assignments or special projects as directed by the Program Director.

Other Duties

This job description is not intended to be a comprehensive or exhaustive list of all duties and responsibilities associated with the position. Responsibilities, schedules, assignments, and areas of support may be added, removed, or modified at any time based on program needs, operational demands, funding requirements, regulatory requirements, or agency priorities.

Minimum Qualifications

· High school diploma or high school equivalency diploma required.

· Minimum of two years of experience in an afterschool, youth-development, school-based, childcare, camp, or community-based program.

· Strong administrative, organizational, documentation, and follow-through skills.

· Ability to maintain accurate and confidential student, family, staff, and program records.

· Strong written and verbal communication skills.

· Ability to manage multiple responsibilities in a fast-paced environment.

· Ability to work collaboratively with program leadership, staff, families, school personnel, and community partners.

· Ability to maintain professional boundaries, exercise sound judgment, and follow established reporting and referral procedures.

· Proficiency with email, Microsoft Office or Google Workspace, and electronic recordkeeping systems.

· Ability to complete all required clearances and trainings within established deadlines.

Preferred Qualifications

· Associate degree or higher in human services, social work, psychology, education, child development, nonprofit management, or a related field.

· Experience with DYCD-funded programs, DYCD regulations, and DYCD Connect.

· Familiarity with Bronx communities, local stakeholders, family-service providers, and community resources.

· Bilingual English/Spanish skills preferred but not required.

· Demonstrated professionalism, discretion, reliability, and sound judgment.

Clearance Requirements

Employment is contingent upon successful completion and continued maintenance of all required ESH and regulatory clearances, including:

· Department of Health clearance.

· New York State Central Register clearance.

· NYC Department of Health fingerprint clearance.

· Required background screenings.

· Current physical examination and tuberculosis screening.

· Any additional clearances required by ESH, DYCD, DOE, DOH, or applicable law.

Required Training

The employee must complete and maintain documentation of all required ESH, DYCD, DOE, DOH, and New York State trainings within established deadlines. Training may include:

· New York State Mandated Reporter Training.

· Foundations in Health and Safety Training.

· Social-emotional learning and trauma-informed practices.

· Positive youth development and behavior-support practices.

· Mental-health awareness and appropriate referral procedures.

· Confidentiality and professional boundaries.

· First Aid, CPR, and AED training, when required.

· Additional workshops assigned by the Program Director or agency.

Supervisory Responsibility

This position is not an Assistant Director role and does not have independent authority to hire, discipline, evaluate, or terminate employees. The Program Assistant may assist with staff coordination, distribute assignments, provide procedural reminders, and offer day-to-day support when directed by the Program Director.

Position Type and Expected Hours of Work

This is a full-time, non-exempt position.

· School Year: Availability between 10:00 a.m. and 6:00 p.m., Monday through Friday.

· Summer: Availability between 8:00 a.m. and 6:00 p.m., Monday through Friday.

· Some evenings, extended hours, meetings, workshops, trips, and special events may be required.

· Work schedules and hours are subject to change based on ESH and program needs.

Work Environment

This position operates in an afterschool, school, community-center, and professional office environment. The role routinely uses computers, telephones, photocopiers, filing systems, and other standard office equipment. The employee will regularly communicate with staff, students, families, school personnel, and community partners.

Professional or corporate-casual attire appropriate for a youth-service setting is required.

Travel

Local travel may be required during the workday for meetings, trainings, trips, family outreach, supply purchases, community-resource coordination, and other program-related responsibilities.

Physical Demands

While performing the duties of this position, the employee may be required to sit or stand for extended periods, walk throughout the program site, climb stairs, bend, reach, access files, set up meeting or event spaces, and carry program materials or supplies.

Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable law.

Equal Employment Opportunity Statement

East Side House Settlement is an Equal Opportunity and Affirmative Action Employer. ESH encourages people with disabilities, minorities, veterans, and women to apply. Applicants and employees will not be discriminated against based on any legally protected characteristic, including sexual orientation, gender identity, or gender expression.

EEO/AA/Veteran/Disability Employer