Program Assistant

The Program Assistant provides administrative and program support for daily operations, admissions and enrollment, and family engagement. This position works with families and program managers to maintain accurate records, support a welcoming enrollment process, and connect families with Center programs and community resources.

ResponsibilitiesAdministrative and Front Office Support

· Coordinate morning drop-off and afternoon pickup procedures; greet families and visitors and respond to telephone calls and other inquiries.

· Provide administrative support for daily operations and program projects, including data entry, reports, spreadsheets, and informational materials.

Admissions and Enrollment

· Serve as a primary contact for prospective families. Respond promptly to referrals and inquiries, conduct tours, follow up with families and referral partners, and schedule and confirm intake appointments.

· Assist families with applications and required paperwork, explain deadlines and next steps, and conduct initial eligibility assessments for subsidized child care or voucher services in coordination with appropriate program staff.

· Coordinate enrollment, waitlists, and first-day readiness with program managers. Collaborate with the Pre-K Family Engagement Manager to recruit families and track available seats.

· Maintain accurate admissions and enrollment records, including family communications, follow-up dates, and next steps across programs.

Records and Attendance

· Collect required enrollment documents for new and returning children and families, including annual updates.

· Maintain organized, secure, and confidential child records containing current medical information and all other required documentation. Coordinate with families and appropriate staff to obtain missing or updated information.

· Assist with tracking daily attendance, entering child care attendance data, monitoring absences, and following up with families in accordance with the Center’s attendance policy.

Family Engagement and Community Resources

· Build ongoing relationships with families and answer questions about enrollment and Center programs in collaboration with program managers.

· Assist with family engagement activities, including parenting workshops, mental health support activities, family council meetings, and registration for Boston Pre-K events and training workshops.

· Refer families to community services as needed, including education, job training, employment assistance, child development, parenting support, and English language learning.

· Help families access dental, hearing, vision, and other preventive health screenings.

· Support families during children’s transitions between classrooms and into kindergarten.

· Perform other related duties as assigned.

Qualifications

· Bachelor’s degree preferred but not required.

· Three to five years of experience in a professional office environment providing administrative support, coordinating projects, or working in a related field.

· Strong organizational and analytical skills, with the ability to manage multiple tasks and priorities and maintain close attention to detail.

· Excellent oral communication and interpersonal skills.

· Proficiency in Microsoft Word, Excel, PowerPoint, desktop publishing tools, databases, and internet research.

· Ability to prepare and maintain reports, spreadsheets, and fact sheets.

· Experience using constituent or client information management systems.

· Bilingual English and Spanish skills preferred.

Pay: $24.00 - $27.00 per hour

Expected hours: 37.5 per week

Work Location: In person