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Program Assistant
Coalition for Hispanic Family Services
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Post Date: Jul 19, 2013
Job Type: Full Time
Start Date: 7/29/2013
Salary: Pending experience & education
Location: US - New York - Brooklyn
Job Reference: - n/a -
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Innovative Community Based Organization Seeks Energetic, Committed, and Highly Experienced Individuals. SPANISH/BILINGUAL (PREFERRED). Exc. Benefits & Salary/EEO

Provide administrative support to the program director. Ensures clerical tasks, and anticipates necessary support required for completing program deadlines as needed. Facilitates access of program managers to the director when urgent matters require immediate approval. Ensure easy access of files, documents hard copy or electronic folders, and pending tasks. Keep track of director’s administrative deadlines and ensures scheduling reflects the time allotted to meet deadlines.

Organize documents and/or agenda for meetings, conferences, and/or off-site agency representation by the director. Ensure phone messages, and/or telephone inquiries are tracked for a response by the director. Monitor the distribution and approval of petty cash funds, including tracking of receipts by following fiscal guidelines for continued petty cash replenishment. Prepare check requests for approval by the Director, and ensure that obtained approval is processed to fiscal accordingly. Develop methods of streamlining a database that will keep track of outcomes as determined by the director. Keep director abreast of programmatic issues that may require immediate attention. Prepare a quarterly review for the director of check requests and receipts submitted to fiscal for verification of information and tracking of expenses. Support administrative decisions as determined by the director, and ensure implementation for compliance. Attend meetings and/or conferences to support director in gathering minutes to ensure follow up of determinations resulting from the meeting. Collaborate with program staff to ensure compliance of performance outcomes such as submission of sibling visitation log, OSI responses to ACS, and other required quality assurance outcomes as determined by the director.

Respond on a timely basis, to QA requests for corrective action responses resulting from quality assurance case record review. Work collaboratively with QA to assist in periodic and ongoing audits of record documentation. Maintain required tracking logs for immediate access of information by the director for reporting to QA, executive director, and/or ACS. Maintain all administrative decisions, processes, and/or performance issues with personnel confidential. In conjunction with the supervisor, complete performance appraisal including a professional development plan, prior to the completion of the probationary period, and on a yearly basis thereafter. Complete other assignments as needed, as designated by the supervisor, Assistant Director and/or Program Director.

Model professional behavior at all times, utilizing tact and diplomacy with staff, foster parents, foster children and birth families. Manage time effectively and will be timely in preparing the support needed by the director for meetings, conferences, etc. Serve as a role model for positive, productive, and cooperative relationships with staff, foster parents, foster children, birthparents, and the community. Seek immediate notification to the director when approached by program staff with a case situation where a child’s safety is at risk. Innovative, exercise critical thinking, and demonstrate flexibility, in order to contribute to the successful operation of the foster boarding home program.

Bachelor’s degree preferred with over two years administrative experience or have required experience with college credits or expected to enroll by the end of probationary period. Candidate must possess exceptional organizational skills, ability to work independently. Proficiency in MS Word, Excel and PowerPoint will be required to perform the necessary functions of this position. Must be energetic and work in a fast pace environment.

Contact Details
Name: Wanda Maldonado
Address: 315 Wyckoff Avenue
City: Brooklyn
State/Province: New York
Zipcode: 11237
Country: United States
Ph: 718-497-6090
FAX: 718-497-9495

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