Description

We are seeking an Program/Administrative Specialist for the following location:

• Wabash (CYC Administrative Office) - 218 S. Wabash Ave, Chicago, IL

The ideal candidate will provide administrative and program support to Wabash Administrative Team and program management staff.

• Responsible for providing administrative support to Early Learning management team and other staff as assigned; assist in compiling data; prepare and organize center/program correspondence, memoranda, proposals and reports; provide reception coverage, copier projects, mail handling, supplies control and inventory; coordinate special projects as assigned.
• Responsible for assisting in the management of fiscal, contract, and grant management of the center/site; perform financial transactions including petty cash disbursements, cash receipts, and bank deposits. Track expenditures and code invoices for payment; prepare financial reports as assigned including payroll, petty cash reports, cash receipt journals, purchase orders, invoices, volunteer time records, and in-kind contribution reports.
• Responsible for management of data collection and tracking systems; ensure accurate data entry and reporting in accordance with agency and funding source requirements; perform assigned data entry functions. Develop and maintain program and administrative filing systems consistent with agency and funding source standards, function as liaison with network administrator and computer system consultants.
• Assist in the completion of the agency food program applications, monitoring, and reporting as assigned.
• Responsible for assisting in the human resources management of the Partner locations maintain staff and licensing files according to agency and licensing standards; recruit and train volunteers; orient new staff to center policies and procedures. Data entry of files into the various data systems and maintain personnel files.
• Responsible for assisting in the implementation and reporting of for Parent Policy Committee, and assigned program activities, including parent policy committee, and family engagement activities, center and sub-committee meetings, program advisory committees, and special events.
• Responsible for gathering and completing the Early Childhood Agency In-kind Report. Review and monitor in-kind reports and track/report progress toward achievement of in-kind goals utilizing the data System and cost matching documentation.

Requirements

• High School Diploma required; some college preferred.
• 2-3 years of related experience.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Knowledge of principles and practices of basic office management
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Excellent grammar and spelling skills.
• Effective customer relations and communication skills (verbal and written); ability to communicate effectively with multiple levels of management, stakeholders, and constituents.
• Strong organizational skills, including ability to create and manage complex schedules, multi-task, maintain accurate records, and prepare reports.
• Advance computer proficiency in Microsoft Office (MS Word, Excel, Outlook, etc.)
• Energetic and outgoing personality, including ability to work under multiple reporting layers.