OVERVIEW:

This is a full-time position at 35 hours per week, with pay rate of $19.00-$21.00.

The Administrative Program and Grants Specialist is responsible for providing administrative support for all aspects of the agency’s key program initiatives.  The position oversees the report schedule ensure reports and grants are completed with high quality and submitted on time. The position is also responsible for ensuring that the administrative and clerical support needs of the Program Directors and Managers are met.

This position assists with the coordination of all program meetings, works closely with the Program Directors and Managers on program report generation including data management (i.e., collection, reporting, research, and evaluation); and, as requested, develops specialized reports, statistical analysis and research regarding programs and services.

ESSENTIAL FUNCTIONS AND EXAMPLES OF DUTIES:

Database:

• Helps maintain program database(s) to provide data entry as needed and ensures accurate information needed for reports and grants
• Generate reports and create data graphs as needed
• Provides data entry support to Safe Harbour program

Reports and Grants:

• Assists Directors and Managers with monthly and quarterly reporting including maintaining schedule, sending reminders, pulling together information, formatting reports, etc..
• Assists Directors with grants and report preparation including gathering materials, assembling submissions, maintaining universal documents used in applications and contract processing, etc.
• Manages tracking system for grants, contracts, reports to ensure timely submissions
• Assist Directors with grant research and grant writing

• Maintains central file of program contracts, reports and related information

• Provides support to Executive Director for grants and reports, as requested

Program Administrative Support:

• File maintenance as needed
• Prepares and sends Notification/Termination letters and maintain system for tracking and follow up and enter related information into the program database
• Maintains Counseling and RHY calendar and weekly distribution
• Assists Assistant Director with logistics for weekly trainings

Program Committee:

• Supports Program Committee’s operations
  • Distributes information including agendas, meeting minutes and other information
  • Attends meetings and records meeting minutes

Other:

• Assists with special projects and research
• Covers Reception/Front Office 3 days per week during the lunch period and also serves as a back-up to the Receptionist, as needed.  During this time, assumes job duties of the receptionist.

EMPLOYMENT GUIDELINES:

• Understands and maintains confidentiality
• Possesses project management skills – prioritizes and plans work activities within time constraints and uses time efficiently. Must be able to work in a busy environment.
• Identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Possesses excellent communication skills (written and verbal)
• Edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Possesses data entry, retrieval and analysis skills and an understanding of how the data relates to the reporting process.
• Demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Must have access to a vehicle and telephone and possess a valid Driver’s license with a driving record acceptable to agency insurance carrier.  In addition, must have the following automobile insurance: $100,000 per person/$300,000 per accident Bodily Injury and $50,000 Property Damage.

CULTURAL COMPETENCY:

The Center delivers programs and services to youth and families across Monroe County who represent many racial, cultural and geographic groups.  The Center ensures understanding and values differences in people of diverse cultures, ethnic origins, sexual orientations, disabilities and beliefs.  All staff are required to attend cultural competency workshops and trainings and to continually enhance their own understanding of cultural diversity. The Center Performance Appraisal, administered annually, provides an opportunity for staff to evaluate how they are integrating culturally competent practices into everyday work.

PHYSICAL REQUIREMENTS:

Candidates must be able to operate micro-computer and peripherals several hours per day.

QUALIFICATIONS:

Bachelor’s degree preferred and a minimum of 2-3 years of related experience required. An equivalent combination of education and experience will also be considered.

COMPUTER SKILLS RECOMMENDED:

Windows XP- Advanced

Microsoft Office- Advanced

The Center for Youth provides equal opportunities for employment.