New York Program Associate

This role is located at our Bronx, New York office.

Key Responsibilities

Program Support & Coordination (50–60%)

• Coordinate with the NY Program Director and NY Program Operations Manager to streamline communication with internal and external stakeholders.

• Prepare and set up for all trainings, including ordering food, creating materials, and coordinating with staff who will work the event.

• Provide as-needed administrative support to the staff members located at the Bronx, New York office

• Support day-to-day implementation of programs, initiatives, and events

• Assist with program planning, scheduling, and logistics (meetings, workshops, trainings, convenings)

• Assist the License Mentor Coordinator with program deliverables, maintenance of educator purchases, and community tabling support

• Track program deliverables, timelines, and milestones to support successful execution

• Coordinate materials, resources, and communications related to program activities

• Maintain accurate and organized program documentation and files

Data, Reporting & Compliance (20–25%)

• Communicate all upcoming events to be included in the newsletter and ensure that all programs are set up for registration. 

• Enter educator information into Salesforce and create communication information for events.

• Assist educators in registering for various workshops and conduct follow-up communication when necessary for all in-person events. 

• Communicate with external stakeholders (family child care educators) regularly as needed

• Collect, track, and input program data for internal reporting and funder requirements

• Support preparation of reports, dashboards, and summaries for leadership and funders

• Assist with monitoring program outcomes, participation metrics, and engagement data

• Ensure documentation aligns with grant, contract, and compliance requirements

Stakeholder Engagement & Communication (10–15%)

• Serve as a point of contact for program participants, partners, and vendors as assigned

• Support communication with internal teams to ensure alignment across departments

• Draft and distribute program-related communications, including emails, agendas, and follow-ups

• Assist with onboarding participants or partners into program activities

Administrative & Operational Support (10–15%)

• Record All Our Kin workshops and classes on internal calendars and in the database

• Check the mailbox every other day, if applicable.  Receive, sort, and distribute incoming mail. Prepare outgoing mail for distribution.

• Complete administrative tasks for the Bronx, New York office, including but not limited to ordering supplies, coordinating with deliveries, reviewing office supply inventory every month, making copies and keeping the office tidy, welcoming and organized.  

• Support the NY Program Director in daily operations and duties on assigned projects

• Provide general administrative support to the Programs team 

• Support budget tracking, invoicing, and expense documentation as needed

• Assist with procurement, contracts, and vendor coordination related to programs

• Support continuous improvement efforts by identifying process efficiencies

Primary Duties (70-80% of time)

• Coordinate with the NY Program Director and NY Operations Manager to streamline communication with internal and external stakeholders.

• Prepare and set up for all trainings, including ordering food, creating materials, and coordinating with staff who will work the event.

• Provide as-needed administrative support to the staff members located at the Bronx, New York office

• Communicate all upcoming events to be included in the newsletter and ensure that all programs are set up for registration. 

• Enter educator information into Salesforce and create communication information for events.

• Assist educators in registering for various workshops and conduct follow-up communication when necessary for all in-person events. 

• Communicate with external stakeholders (family child care educators) regularly as needed

Secondary Duties (20-30% of time)

• Record All Our Kin workshops and classes on internal calendars and in the database

• Check the mailbox every other day, if applicable.  Receive, sort, and distribute incoming mail. Prepare outgoing mail for distribution.

• Implement trash removal procedures on a timely basis 

• Complete administrative tasks for the Bronx, New York office, including but not limited to ordering supplies, coordinating with deliveries, making copies, and keeping the office tidy, welcoming, and organized.  

• Support the NY Program Director in daily operations and duties on assigned projects

Organizational Responsibilities

• Support fundraising efforts and donor stewardship as needed

• Participate in organizational planning and evaluation processes

• Represent the organization professionally in community settings

• Contribute to a positive, collaborative work environment

• Other duties as assigned to support the organizational mission