Position Title: Program Administrator Assistant

Department: Workforce Development

Reports to: Associate Vice President of Workforce Development

Position Summary:

Under the direction of the Associate Vice President of Workforce Development or designee this role is responsible for supporting the efficient operation of workforce development department by providing overall administrative support including coordinating some aspects of the programs such as the coordination of curriculum development with external partners, supporting career pathways programs, assisting with fiscal management to grant expenditures in conjunction with fiscal unit for various programs, assisting with the development of processes and procedures for various functions of unit and assisting with grant writing, etc. Providing overall administrative support to ensure the effectiveness of the workforce development department.

Program Administrator Assistant:

→Performs research and analysis of assigned career pathway programs, completes needs assessments and gap analyses; makes recommendations for addressing gaps.

→Create procedures and process flows to ensure the effectiveness of programs.

→Work in tandem with QI to ensure programmatic and agency compliance.

→Ensure virtual operational services for Workforce Development.

→Ensure Workforce Development monthly calendar of events is updated and distributed.

→Ensure that all Workforce Development orientations are accessible and implemented.

→Review and ensure that all the workforce development orientation presentations are up to par and in compliance with the funder.

→Confers with project personnel to identify and resolve problems and notifies leadership (AVP) and stakeholders of issues as appropriate. Reassesses project timelines, resource allocation and deliverables if critical path is at risk or compromised.

→May supervise administrative services professionals, paraprofessionals, and technical/support staff and perform both direct and indirect supervision through subordinates.

→Ensure programmatic monthly reports are submitted promptly to funders, AVP, etc.

→Ensure expenditure reports EDF(s)are received monthly from fiscal unit and budget revisions are created and submitting promptly for internal fiscal unit.

→Develop marketing and advertising brochures for various purposes, functions, and events for the workforce development unit.

→Prepare and potentially deliver presentations for various Workforce Development functions in collaboration with unit.

→Gather and compile information required for a variety of documents and reports, etc.

→Ensure that KPI(s) are monitored, and monthly reports submitted from management team.

→Answer correspondence and compile reports in a professional manner as related to the program as required by the program administrator for the purpose of providing information in a timely, accurate manner

→Monitor purchase orders and program budget as required for the purpose of maintaining program budget

→Coordinates all relevant programs and departments for regular and timely reporting to maintain compliance with funding source.

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→Facilitate meetings with program stakeholders and managers and others as needed.

→Ensure daily operational tasks are organized and completed by the supporting management team.

→Leads – WFD AAA in collaboration and coordination with Workforce Development Management team.

→Assist program manager with operations and activities to ensure program goals are met.

→Ensuring management team complete and submit incident reports to ensure agency compliance.

Professionalism and Work Conduct

• Provides supervision to interns when applicable.
• Behaves with integrity, demonstrates high ethical standards, and displays a positive image of UCAN
• Acts in a professional manner at all times and maintains appropriate boundaries.
• Demonstrates accountability for results and keeps commitments to others.
• Reports to work, meetings, training, and job related activities prepared and as scheduled.
• Demonstrates openness and respect for cultural and socioeconomic characteristics of clients and coworkers.
• Understands and supports UCAN’s standard of cultural proficiency and strives to meet it.
• Responds to UCAN staff, service providers and other stakeholders in a timely manner and ensures follow up to adequately address their need.
• Performs other related tasks as required or assigned.

Education/Job Experience:

• Undergraduate degree required.
• Minimum of 3 years related work experience required.

Special Knowledge and Qualifications:

• Strong written and verbal communication skills.
• Strong Fiscal Experience
• Proficiency in Microsoft Word, Excel, Access and Google Suite including Gmail, Google Calendar, Docs, Sheets and Forms
• Ability to read, write and communicate in English to understand directions and communicate with students, staff and community.
• Ability to make decisions in accordance with established procedures.
• Specific skills related to proficient use of technology including accessing the internet, email, phone systems, and software are required Familiarity with various software packages for writing.
• High level motivation and independence necessary.
• Possesses a strong understanding of human services and not-for-profit agencies.
• Effectively interacts with people.
• Understanding and appreciation of UCAN’s mission.
• Strong time management skills with the ability to handle multiple tasks at one time.

Work Environment: This is in an office environment but requires frequent local travel.