Executive Assistant

Scope of Responsibilities:

• Assist Operation Director and Early Learning Director with logistic needs, order supplies and preparations for meetings,

workshops/trainings and special events/activities to support programs needs and requirements.

• Collect, compile and prepare monthly reports, audit findings, and program reviews/monitoring reports, for review by management

team and submission to funding agencies.

• Establish and maintain recordkeeping systems (records, files, and computers) and reports in accordance with YMCA, DFSS, Head

Start, State Pre-K and any other funding sources.

• Assist the management team in conducting and completing annual program assessments and reviews.
• Distribute agendas, meeting minutes and records of attendance to sites and update resources and materials identified by

Director of Early Learning and Management Team, to support city and state licensing and Head Start, DFSS, YMCA and State Pre-K policies and
procedures.

• Monitor HR in CSD-CARES and/or DFSS system (city and state licensing standards, training and medical requirements) to meet city and state and

licensing requirements and Head Start Performance Standards.

• Monitor and track current and update license, for both city and state license for all childcare programs.
• Complete inventory and maintain adequate levels of department office supplies, process orders for approval.
• Maintain professionalism in attire and demeanor; observe and respect issues of confidentiality, ethics and best practices of Early

Childhood Education; and mandatory reporting guidelines of the Abuse and Neglect Child

• Reporting Act.
• Provide technical assistance and training to site staff on filing, HR compliance for city, state, and Head Start Performance

Standards.

• Enter and update all HR data for compliance with ELN funding requirements.
• Track and record background clearance information to meet compliance for grant funding, prior to hire and update every five

years for grant compliance.

• Works collaboratively with the EE&C Management team in support of the day-to-day functions and operations providing resources

and support as needed and directed to eight sites.

• Responsible for monthly communication to parents enrolled in the program regarding monthly YMCA Policy Committee, City Wide

Policy Council and ELN Network meetings and parent events.

• Maintains up to date recordkeeping systems for policies and procedures as required by funder.

Qualifications:

• Must have a high school diploma or equivalent with specialized training and 3+ years’ experience
• Knowledge with city, state, and Head Start Performance Standards.
• Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
• Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
• Ability to keep detailed, accurate and complete records and documentation as needed.
• Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
• Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons

with disabilities.

Child Abuse Prevention - Support the YMCA’s commitment to child abuse prevention by:

• Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor
• Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children
• Reporting any suspicious behavior and violation of policy and procedures to your supervisor
• Completing all child abuse prevention training as required