Position Summary The Program Assistant serves as the first point of contact for members, families, visitors, and community partners while providing comprehensive administrative and operational support to all Program Directors. This role is responsible for front office operations, participant registration, family communication, data management, financial processing, reporting, transportation coordination, and program support. The Program Assistant plays a vital role in maintaining a safe, welcoming, organized, and efficient environment that supports the mission of Girls Inc. and the success of all program participants. Essential Responsibilities Front Office & Customer Service Serve as the primary receptionist and first point of contact for members, families, visitors, and community partners. Greet guests in a professional and welcoming manner. Answer and route incoming telephone calls and inquiries. Manage participant sign-in and sign-out procedures and verify authorized pick-ups. Maintain a safe, organized, and professional front office, lobby, and reception area. Manage daily communication between the organization and families regarding attendance, incidents, illnesses, behavioral concerns, transportation, and special events. Support facility closing procedures as assigned. Program Administration & Operations Provide administrative and operational support to all Program Directors and program staff. Assist with day-to-day program operations and special projects. Support participant behavior management and incident documentation. Attend required trainings, conferences, workshops, and professional development opportunities. Perform other duties as assigned to support program success. Registration & Enrollment Management Serve as Program Registrar. Coordinate participant registration and enrollment processes for afterschool and summer programs. Assist families with registration requirements, program information, fees, due dates, and handbook questions. Maintain participant records, enrollment documentation, and related databases. Communicate enrollment information to appropriate program staff and transportation providers. Data Management & Reporting Manage and maintain participant, attendance, demographic, billing, scholarship, and registration databases. Enter, update, and monitor information within systems including Compass 360, Paychex, Stripe, Excel, and other program platforms. Compile and analyze data for organizational and grant reporting purposes. Generate reports related to demographics, attendance, enrollment, billing, and payments. Prepare and distribute monthly demographic reports for leadership and the Board of Trustees. Maintain accurate records in accordance with organizational policies and funding requirements. Financial Administration Process participant payments and maintain payment records. Prepare and submit deposits according to agency procedures. Support program accounting functions and financial recordkeeping. Ensure accurate billing and payment documentation. Family & Community Engagement Build and maintain positive relationships with members and families. Support Family Nights, enrichment activities, guest speakers, and special events. Assist with creating and distributing program communications, marketing materials, flyers, and registration information. Promote programs through approved communication channels and outreach efforts. Transportation Coordination Coordinate transportation services with local schools and transportation providers. Communicate transportation changes and updates to families and staff. Resolve transportation-related concerns and ensure accurate participant transportation records. Grants, Scholarships & Compliance Assist with collection and organization of data required for grants and program funding. Maintain scholarship records and tracking systems. Support assignment and documentation of scholarship recipients and funding sources. Assist with donor-funded and scholarship-supported program reporting requirements. Office & Facility Support Monitor and maintain office supplies, equipment, copiers, printers, and telecommunications systems. Coordinate maintenance, repair requests, and vendor support as needed. Support a safe, clean, and welcoming environment for participants, staff, and visitors. Qualifications Associate degree preferred; equivalent experience may be considered. Experience in administrative support, customer service, nonprofit operations, youth services, or a related field preferred. Experience working with children and families is highly desirable. Bilingual proficiency is highly desirable. Proficiency in Microsoft Office applications, particularly Excel. Experience with database management and data entry. Ability to maintain confidentiality and handle sensitive information appropriately. Strong organizational, communication, and customer service skills. Ability to prioritize multiple responsibilities, meet deadlines, and work independently in a fast-paced environment. Core Competencies Exceptional interpersonal and communication skills Customer service excellence Organization and attention to detail Data management and reporting Financial accuracy and recordkeeping Problem-solving and critical thinking Professionalism and adaptability Collaboration and teamwork Commitment to the Girls Inc. mission and values

Pay:

From $44,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Experience:

working with children: 1 year (Preferred)

Work Location:

In person