Program Operations Assistant

Archdiocese of New York
Department of Education - Office of Early Childhood (OEC)
Program Operations Assistant

Job Summary

The Early Childhood (EC) Program Operations Assistant works with the Associate Superintendent for Early Childhood to facilitate and monitor essential aspects of operational compliance and quality assurance for the NYC funded UPK programs in the schools of the Archdiocese of New York. The EC Operations Assistant takes the lead in training of administrative staff in the schools and monitoring of all NYC data and reporting in the enrollment and student systems portals of the NYC UPK program. The EC Operations Assistant is the primary liaison with the schools, the NYC DOE and the ADNY GRSS team in terms of updating, collecting and communicating operational documentation that supports UPK contracts and invoicing.

Reports to: Associate Superintendent for Early Childhood

Work Location: 488 Madison Avenue, New York, NY 10022

Duties and Responsibilities:

Operations

• Work directly with NYCDOE counterparts on contract registration and document verifications
• Create “Tip Sheets” and conduct trainings for principals and school-based staff that outline different operational tasks related to Early Childhood protocols and NYC DOE requirements such as:
• o Enrollment
• o Vendor Portal
• o Attendance
• o MySchools
• Assist school leaders and administration staff with troubleshooting problems related to contractually required reporting, clearance and communication with the NYCPS Office of Early Childhood and NYC DOHMH
• Train and provide ongoing mentorship to new school based UPK administrators in their role and responsibilities.
• Design trackers for use by various Office of Early Childhood teams throughout the course of various open projects and deadlines.
• Identify and communicate problems or omissions in terms of mandated program requirements.
• Review monthly attendance from regional programs
• Review monthly updated Staff Management reports from program UPK admins; communicate changes to GRSS accounting team so that budgets can be amended as required
• Support school leaders with enrollment issues related to class changes and student discharges.
• Keep paperwork up-to-date in the NYC Office of Contracts PASSPORT system.
• Collect, edit, finalize and organize all necessary UPK contract-related documents:
• o insurance paperwork
• o incorporation documents
• o PASSPORT/VENDEX questionnaires
• o Doing Business Data forms
• Coordinate with providers on Insurance paperwork and all licensing permits to populate contract registration for NYC and NYSED (upper county UPK contracted programs).
• Attend all NYC DOE Operation and Enrollment meetings.
• Maintain Relationships with variety of DOE Representatives
• o Mayor’s Office of Contracts
• o NYC DOE Division of Contracts and Purchasing
• o NYC DOE Operations team
• Work with school leaders to update the annual calendar in Vendor Portal and review calendars for 180 day compliance; guide school leaders when changes to the calendar are needed
• Act as liaison between non-regional NYC Catholic Schools with UPK programs and the NYC DOE when these programs are experiencing issues with:
• o Enrollment approval
• o Budget approval
• o Passport Issues
• Other related duties as assigned.

Enrollment

• Coordinate with school-based administrators on all enrollment protocols when enrollment opens in the spring.
• Track all school enrollment on a weekly basis during the enrollment period including:
• o Offer letters
• o Waitlists
• o Discharges
• o Expansions
• Provide direct outreach support to families on behalf of schools on an as needed basis to bolster enrollment.
• Work with principals and finance to confirm BEDS Day rosters.
• Support schools in their monthly attendance which serves as their UPK invoice for payment.

Core Competencies:

• In-depth knowledge of the NYC DOE systems including:
• o PASSPORT
• o Vendor Portal
• o PETS
• o MySchools
• o Other programs as they are introduced
• Detail and Priority Oriented
• Excellent organizational, analytical, and interpersonal skills; with the ability to multi-task utilizing time management skills
• Ability to effectively communicate information via email and phone within our organization and schools as well as with the NYC Department of Education
• Assist in helping other office personnel with special projects when needed as it relates to Early Childhood
• Must be able to travel to all schools within the NYC regions of the Archdiocese

Education and Experience:

• Experience with supporting school operations in a central office or school setting
• Bachelor’s degree preferred or an equivalent combination of education, training, and experience

Pay: $35.00 - $39.00 per hour

Expected hours: 35.0 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Ability to Commute:

• New York, NY 10022 (Required)

Work Location: In person