Program Assistant

Duties And Responsibilities

Within the larger scope of formal and informal learning within the Programs & Services Department’s (PSD), Community Learning division, the Program Assistant serves as a member of the Community Learning team reporting to the Community Learning division at Queens Public Library (QPL).The Program Assistant is primarily responsible for program management by providing administrative and clerical support within the Young Adult Literacy Services (YALS), and offering additional support to the Director of Community Learning for the Adult Learning Program (ALP). The Program Assistant will ensure effective and efficient operations and adequate documentation as needed for the YALS program. This position will also provide assistance in program planning and implementation. The Program Assistant will also focus on working collaboratively with the YALS team to ensure effective and efficient operations and adequate documentation for all course and supplemental educational services and activities.

Program Administration for YALS

With the goal of ensuring smooth day-to-day operations, appropriate educational placement and participant retention, the Program Assistant:

• Conducts intake orientation/interviews/assessments for new participants and assists in placing them into level-appropriate classes.
• Enters and tracks participant attendance electronically and communicates attendance and retention issues to relevant team members.
• Works with teachers, teaching assistants and specialized coaches to provide support where needed.
• Maintains participant files, program files and program statistical data as required by funding requirements and program standards.
• Maintains, tracks, and orders all supplies including participant incentives.
• Assists with GED program records, such as tracking exam administration for all centers.
• Provides administrative support for YALS and Community Learning/Adult Learning Program team.
• Assists with office and administrative duties (answer phones, maintain schedules and calendars, and provide quality customer service).
• Maintains supplies inventory by checking stock to determine inventory level and anticipating supply needs.
• Ensures that the placing and expediting of orders for supplies are done in a timely manner and verifying receipt of supplies.
• Provides administrative support for the YALS Coordinator in all meetings with participants, staff and volunteers, such as taking minutes at meetings and assist with community projects when needed.
• Supports the ALP team, by recording all meetings, decisions, and action plans.

Student Retention

Education

In collaboration with the YALS team, the Program Assistant will offer a multi-pronged approach in keeping participants engaged in education learning:

• Promotes a positive youth-friendly, learning space that encourages collaboration and teamwork.
• Utilizes a youth-centered approach to support instructional methods that are interactive, motivational, and relevant to all participants.
• Works closely with the case managers to re-engage students struggling with attendance due to external barriers.
• Documents referrals for barrier reducing services, personal guidance, crisis, counseling, peer mentoring, and supplemental resource referrals provided by the City’s Human Resources Administration and other service providers.

Contract Management Assistance

• Assists in supporting the day-to-day operations of ALP program sites; and provides centralized standard operational guidance for center managers.
• Helps to manage the collection and distribution of center operations statistical data for reporting purposes, including adherence to ALP program standards and government contract reporting.
• Processes all documents and other required paperwork in a proper and timely manner to ensure timely data entry and assists with monitoring overall database management.
• Assists in maintaining program statistical data as required by funding requirements and program standards.
• Monitors and enhances comprehensive means of assessment and outcome tracking and recommends process improvements.

Budget Management Support

• Assists in monitoring monthly and year-to-date financial management and timely financial processes and procedures of all assigned funding contracts, including quarterly/fiscal year forecasting and reporting.
• Complies with necessary contract management requirements by helping to ensure proper spending of budgeted expenses and reconciliation of all Account Receivables and Account Payables to ensure meeting or exceeding budget targets, as aligned to program deliverables and metrics.
• Responsible for issuing stipend, Metro Transit Authority (MTA) card (or its equivalent) and incentives to all sites and maintain all related records.
• Collects data from each site and enters data into the database.
• Assists with managing Kronos timesheets for YALS staff, including instructors, in a timely manner.
• Inputs incentives and metro card inventory into the database.
• Organizes and accurately maintain confidential records and files.
• Assists and tracks GED reimbursements and grant requirements.
• Performs other duties as assigned.

The schedule for this position will include Saturdays and evenings as required. This position may require some local travel through throughout the borough of Queens.

Minimum Qualifications

• High School Diploma or equivalent experience is required.
• 2-3 years in an administrative capacity working in adult and youth literacy programs with non-traditional adult educational programs is required.
• Must possess a passion and joy for working with youth.
• Must be highly organized and detail-oriented with the ability to work with diverse populations.
• Oral and written communication skills are highly desired.
• Must have Intermediate knowledge of MS Word and MS Excel; experience with other MS Office applications preferred. Experience working with virtual platforms, such as Microsoft Teams, WebEx.

About Queens Public Library

Queens Public Library is a national and international leader in the delivery of public library service. Our mission is to transform lives by cultivating personal and intellectual growth and by building strong communities. Queens Public Library welcomes innovators and leaders to contribute to a long history and dynamic future of serving the most diverse county in the United States. Queens Public Library is a private, non-profit corporation serving 66 locations.

TO APPLY: Send your resume and cover letter to [email protected] and reference “Program Assistant - QLWEB” in the subject line. Resumes will only be accepted by email.

This is a union position, represented by District Council 37. The starting annual salary is $ 47,886.

The Queens Library is an Equal Opportunity Employer.