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Program Administration Associate
Job Description
Full job description
Overview:
The Children’s Services Department, which includes the Home Study and Post Release Services Program, is driven by a mission that promotes the safety and well-being of unaccompanied children as they reunify with their families across the United States. As a department, our approach to care is through a child-centric, culturally competent, and trauma-informed lens that empowers the children and families we walk alongside. To fulfill our mission, we employ shared guiding principles of integrity, compassion, cooperation, accountability and belonging. The Children’s Services Department launched inaugural programming to serve unaccompanied children in 2021. In 2024, we are grateful to partner with an affiliate network, both CWS local offices and other non-profit organizations across the United States to support Unaccompanied children as they are released from the Office of Refugee Resettlement.
About CWS:
Administration:
Operations:
Employee Engagement:
Event and Meeting Coordination:
Skills:
Education & Certifications:
Reports To: Director, Program Administration, Children’s Services
Job Location: Remote
The Children’s Services Department, which includes the Home Study and Post Release Services Program, is driven by a mission that promotes the safety and well-being of unaccompanied children as they reunify with their families across the United States. As a department, our approach to care is through a child-centric, culturally competent, and trauma-informed lens that empowers the children and families we walk alongside. To fulfill our mission, we employ shared guiding principles of integrity, compassion, cooperation, accountability and belonging. The Children’s Services Department launched inaugural programming to serve unaccompanied children in 2021. In 2024, we are grateful to partner with an affiliate network, both CWS local offices and other non-profit organizations across the United States to support Unaccompanied children as they are released from the Office of Refugee Resettlement.
Church World Service (CWS) is a not-for-profit organization working to eradicate hunger and poverty and to promote peace and justice around the world. CWS does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, disability, or veteran status in employment or in the provision of services. Join us in this life-changing work.
Purpose:
The Officer, Program Administration, Children’s Services position is responsible to support the administrative activities for the Children’s Services Department. Under the direction of the Director, Program Administration, Children’s Services, this position will work in close collaboration with Programs, Human Resources, IT, Business Services, Operations, and Finance departments with a focus on Event and Meeting Coordination, Procurement and Purchasing, Delegation of Authority, Contracts Review, and Employee Engagement.
Responsibilities:
Essential Duties:
- Maintain up-to-date knowledge on all CWS and donor regulatory policies
- Conduct all activities in alignment with CWS and donor policies
Administration:
- Maintain department staff access and permissions for various software; ie: SharePoint, in coordination with IT Department
- Set-up and maintain Department Email Distribution Lists and Shared Mailboxes
- Maintain the Electronic File Storage System for the department within CWS’ 365 office environment
- Support in providing updates and completing presentations related to program administration and projects
- Maintain up- to- date department organizational chart
- Maintain up- to -date department staffing information on intranet
- Coordinate input collection and prepare drafts of written materials ie: Monthly Review
- Support Director to create Guidance documents and Standard Operating Procedures
- Maintain department New Hire Onboarding and training documents
- Take detailed records in meetings and events and create a list of follow-up actions for review by meeting leader
- Submit content for standing communications ie: Weekly Bulletin
Operations:
- Coordinate New Hire Onboarding Tasks; ie: ordering and distribution of IT equipment, Remote Office Set-up, IDs, credit cards as applicable in coordination with Hiring Manager and IT Department
- Maintain records of inventory
- Coordinate monthly supply order for department staff
- Submit supply purchase orders through CWS approved vendors
- Submit and track procurement requests through Coupa
- Submit and track Contracts and Agreements through Coupa
- Support Director to identify new vendors as needed ie: interpretation and translation, IT Software
Employee Engagement:
- Coordinate general on-boarding and off-boarding for department staff, in coordination with Hiring Manager and HR to promote a warm welcome and departure at CWS
- Contribute to activities to collect feedback and make continuous improvement on employee satisfaction and well-being
- Coordinate in-person and remote activities that create a culture of connection and positive team culture
- Contribute to activities that promote diversity, equity, inclusion and belonging
Event and Meeting Coordination:
- Schedule internal and external meetings as assigned
- Serve as a Project Manager with support from the Director of Administration for department events, ie: Annual HSPRS Conference and Annual Department Retreat
- Implement logistics for department events and meetings, ie: scheduling of speakers, travel arrangements, researching appropriate event venues and other activities necessary to execute the event as planned by leadership
- Participate in internal working groups, communities of practice and cross-departmental meetings
- Other related duties as assigned.
Experience:
- Minimum of 4 years of related work experience in operations, project management, or administration required.
- Demonstrated experience leading projects through the full project cycle required
- Experience working in a Non-profit setting required.
Skills:
- Strong organizational skills with demonstrated experience working on multiple projects simultaneously
- Strong interpersonal skills with the ability to build relationships within the organization and externally
- Strong oral and written communication skills, including the ability to draft correspondences and other communication with minimum direction
- Positive, energetic and engaging personality
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Professional maturity and strong decision-making skills
- Ability to work collaboratively across teams, be adaptable and flexible.
- Advanced Skills in Microsoft Office Suite, SharePoint, and other Technical Platforms.
- Comfortable working in a fast-paced environment while managing competing priorities
Education & Certifications:
- A minimum of a bachelor's degree required in Business Administration, Non-Profit Management or related field.
- Able to sit for an extended period in an office setting. Reasonable
- accommodations may be made to enable individuals with disabilities to perform the
- essential job functions.
- US-Based Remote position must have access to reliable internet.
- US-Based Remote position, must have proximity to airport
- Standard work hours with occasional evening or weekend assignments
- Occasional travel may be required for in-person events, meetings, and
- conferences and on-site business matters
- Successfully pass PREA, FBI and Child Abuse and Neglect Checks.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’s
- Platform on Racial Justice as a CWS employee required.
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