Program Assistant II

Description

Community Action Wayne Medina is recruiting for the position of Program Assistant 2 to support our early childhood education programs serving families throughout Wayne and Medina counties. At CAWM, your work directly strengthens local families and advances our mission to engage the community with compassion while providing opportunities of hope that inspires individuals to reach their full potential. Employees are part of a collaborative, values-driven culture grounded in respect and accountability, with a four-day work week that supports meaningful work-life balance, a comprehensive benefits package, and professional development opportunities. If you are passionate about working with young children and want to make a lasting impact in your community, we invite you to consider this opportunity.

Job Summary

The Program Assistant 2 provides administrative and operational support to the Child and Family Development Department, helping ensure programs run efficiently and remain compliant with regulatory requirements. This role is responsible for coordinating program documentation, supporting event planning, maintaining organized records, and managing data entry and tracking. The Program Assistant 2 partners with program and agency staff to support projects, facilitate the collection of required information for applications and licensing, and contribute to the overall effectiveness of department operations.

Essential Functions Of The Position

• Provides administrative and operational support to the Child and Family Development Department, including coordinating projects, maintaining program calendars, and supporting internal communications and materials.
• Develops, formats, and maintains program materials (e.g., flyers, forms, training resources, and documentation) using standard software tools and emerging technologies to improve efficiency and consistency.
• Creates and manages electronic forms, surveys, and tracking tools; compiles and shares results with leadership to support program decisions and reporting requirements.
• Maintains accurate and organized electronic filing systems, including child and program files; supports data entry and monitors data integrity across systems.
• Coordinates records management activities, including file maintenance, archiving, document retention, and destruction in accordance with program and regulatory requirements; processes records requests as needed.
• Coordinates logistics for Pre-Service, In-Service, and other training events, including scheduling, registration, materials, and vendor arrangements; partners with program staff to ensure training readiness.
• Tracks and monitors required staff training, including enrollment, completion, and expiration dates; follows up with staff and vendors to ensure compliance with training requirements and timelines.
• Maintains training documentation and ensures accurate recordkeeping within employee files and applicable systems.
• Supports licensing and compliance activities by maintaining current documentation, preparing required materials, and ensuring adherence to posting and recordkeeping requirements.
• Assists with the preparation and submission of program applications, licensing documentation, and monitoring materials; supports internal and external monitoring visits and maintains related records.
• Communicates with vendors, licensing bodies, and external partners to coordinate services, obtain information, and support program operations.
• Provides administrative support to Policy Council and Action Team activities, including preparing materials and supporting meeting coordination.
• Represents the agency at trainings, workshops, and meetings, as appropriate.
• Provides cross-functional support to program staff to meet departmental and agency needs.
• Supports a safe, compliant, and high-quality environment for children and families in alignment with program standards.
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.
• Perform other job-related duties as assigned or required.
  
  

Qualifications

Minimum qualifications include:

• High school diploma or GED required; an equivalent combination of education and relevant administrative experience may be considered.
• Minimum of three (3) years of experience in administrative, clerical, or program support roles.
• Valid State of Ohio driver’s license and ability to remain insurable in accordance with agency policy.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint), virtual collaboration platforms (e.g., Zoom, Microsoft Teams), and experience working with online systems, databases, and web-based applications.
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment.
• Demonstrated ability to collect, track, and maintain accurate data and documentation with a high level of attention to detail.
• Effective communication and interpersonal skills, with the ability to interact professionally with staff, families, vendors, and community partners.
• Ability to handle sensitive or stressful situations with professionalism, sound judgment, and a calm, solution-focused approach.
• Proven ability to work both independently and collaboratively, take initiative, and follow through on assignments.
• Ability to build and maintain positive working relationships with individuals from diverse backgrounds.
• Demonstrated alignment with the agency’s mission and values, including professionalism, integrity, and a commitment to serving children and families.
• Ability to operate standard office equipment and technology used in a professional office environment.
  
  

Working Conditions

While performing the duties of this position, the employee will primarily work in an office setting and travel to agency sites and client homes for quality assurance monitoring. The employee must have reliable transportation, a valid driver’s license, and the ability to use a personal vehicle for business travel. Mileage reimbursement is provided in accordance with agency policy. Occasional overnight travel and air transportation may also be required.

The employee may be exposed to standard office chemicals (e.g., toner, correction fluid) and may encounter emotionally distressed individuals. Additionally, there is potential exposure to injury due to unclean or unsanitary conditions in some environments.

Note: In accordance with the U.S. Department of Labor's physical demand strength ratings, this position is classified as sedentary work.

POSITIONS DIRECTLY SUPERVISED: None

Community Action Wayne/Medina is committed to maintaining a workplace free from discrimination of any kind. We provide equal employment opportunities to all qualified individuals regardless of race, color, religion, sex, national origin, age, disability, mental condition, sexual orientation, marital status, veteran status, or any other status protected by federal, state, or local laws.

This job description has been reviewed to ensure it includes the essential functions and fundamental duties of the position. It serves as a general guideline for job expectations and the required capabilities to perform the role effectively. However, it is not an exhaustive list of all tasks, responsibilities, skills, or abilities associated with the position. Additional duties and requirements may be assigned at the discretion of supervisors as necessary.