Program Associate

Job DetailsJob Location: Ann Storck Center - Fort Lauderdale, FL 33317Position Type: Full TimeEducation Level: High SchoolSalary Range: $17.00 - $17.00 HourlyTravel Percentage: NoneJob Shift: DayJob Category: Admin - ClericalPosition Summary: The School & MOST Program Associate provides administrative and operational support to the School Director and the MOST Afterschool Program. This position is responsible for maintaining student records, assisting with program compliance, managing enrollment and attendance, supporting billing and reporting requirements, and providing classroom and program support as needed.

Areas of Responsibility

A. School Administration

1. Manage daily student attendance and maintain accurate attendance records.
2. Process school applications, enrollment packets, and registration documentation.
3. Maintain student files and review documentation to ensure compliance with licensing, scholarship, and regulatory requirements.
4. Assist the School Director with scheduling, correspondence, reports, meeting preparation, and other administrative duties.
5. Answer incoming telephone calls, greet visitors, and provide professional customer service to families and community partners.
6. Coordinate school newsletters, parent communications, and bulletin boards.
7. Assist with maintaining school calendars, forms, and administrative records.
8. Serve as a Teacher Assistant when classroom coverage is needed.
9. Serve as a School Bus Aide as needed to ensure safe student transportation.
10. Assist with school events, parent meetings, and special activities.

B. MOST Afterschool Program Administration

1. Process and maintain MOST enrollment applications and participant files.
2. Enter and maintain participant information in SAMIS and other required databases.
3. Serve as the SAMIS subject matter expert for the MOST Program.
4. Maintain participant outcomes, attendance, and performance measures within SAMIS.
5. Monitor participant files for contract compliance and complete annual file reviews.
6. Prepare monthly reimbursement documentation, including MOST attendance units and Non-School Day units.
7. Prepare Value Added and other reimbursement invoices with supporting documentation.
8. Assist with purchasing supplies, materials, and equipment for MOST activities.
9. Assist with planning and coordinating enrichment activities and special events.
10. Create reports and monitor data quality to ensure accurate grant reporting.
11. Maintain organized electronic and paper filing systems for program records.

C. Administrative & Program Support

1. Assist with grant documentation, audits, monitoring visits, and compliance reviews.
2. Maintain organized filing systems for both school and grant-funded programs.
3. Coordinate promotional materials, calendars, newsletters, and family communications.
4. Assist with purchasing, inventory, and supply management.
5. Serve as backup receptionist as needed.
6. Assist with research, data collection, and special projects assigned by leadership.
7. Maintain confidentiality of student, participant, and employee information.
8. Perform other duties as assigned.

D. Classroom & Program Support

1. Provide classroom assistance as directed by the School Director or Lead Teacher.
2. Assist with supervision of students during instructional and recreational activities.
3. Support students with transitions, activities, and classroom organization.
4. Provide Teacher Assistant support for the MOST Program as needed.
5. Assist staff with setting up activities, field trips, and special events.
6. Help maintain a safe, organized, and welcoming learning environment. QualificationsMINIMUM EDUCATION AND WORK EXPERIENCE REQUIREMENTS:
7. High School Diploma or GED required; Associate's Degree preferred.
8. Minimum two (2) years of administrative experience, preferably in a school, childcare, nonprofit, or grant-funded program.
9. Experience working with confidential student records preferred.
10. Experience with SAMIS or similar case management/database systems preferred.
11. Strong computer skills including Microsoft Office and Google Workspace.
12. Excellent organizational, communication, and customer service skills.
13. Ability to manage multiple priorities and deadlines while maintaining accuracy.
14. Experience working with children with disabilities is preferred.

Working Conditions: Primary duties are performed in both an office and educational setting. The position requires frequent interaction with children, families, staff, and community partners. Occasional evenings, weekends, and overtime may be required for special events or program needs.

ESSENTIAL FUNCTIONS: ASC is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicant or employees with disabilities and will attempt to make reasonable accommodations when necessary. The following are abilities and physical requirements for this position at ASC:

1. Able to lift 50 lbs. in a safe and appropriate manner utilizing standard orientation techniques.
2. May be exposed to short, intermittent, and/or prolonged periods of sitting, standing and/or squatting in performance of job duties.
3. Must be able to hear, see, and communicate effectively in writing, using the English language, with or without reasonable accommodation.
4. Ability to work cooperatively and collaboratively with all levels of staff, students, and families, exercising effective problem-solving, reasoning, and critical thinking skills.
5. Ability to maintain confidentiality of sensitive information.
6. Ability to prioritize multiple assignments while meeting deadlines.
7. Ability to provide classroom or transportation support when operationally necessary.