Position Title: Senior Program Administration Assistant, Children Services

Reports To: Sr. Director, Children Services

Division: US Programs

Department: Children Services

Job Location: Remote

Grade Level: 5

Salary Range: $46,750-63,250

FLSA & Union Status: Non-Exempt

Non-Bargaining

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.

Through funding from the Office of Refugee Resettlement (ORR), CWS provides services to unaccompanied children (UC) through the Home Study (HS) and Post Release Service (PRS) program. UC are recently arrived to the US and released from federal custody to a sponsor, typically a family member or friend, and may require additional support once in the community to access resources and ensure stability of the placement and their safety. CWS also provides home study services to those children in ORR care when assessment of the proposed placement is warranted to ensure the sponsor can provide a safe, stable home, and ensure the UC’s well-being. CWS provides HSPRS nationally through a network of CWS sites and affiliate partners.

Primary Purpose: The Children Services Program Administration Assistant is responsible to provide high-level administrative support to the Sr Director, Children Services, Director, Children Services and the Children Services Leadership Team. The Children Services Program Administration Assistant supports HSPRS strategic initiatives with administrative, research and other support as needed.

Essential Duties:

• Provides administrative support for HSPRS Leadership team, including but not limited to logistics for events, meetings and travel
• Coordinates and schedules meetings within HSPRS Leadership unit, inter-agency meetings and affiliate network meetings in coordination with key stakeholders
• Takes detailed records in meetings and events and creates a list of follow-up actions for review by meeting leader
• Prepares and edits documents
• Contributes to internal communication methods
• Conducts on-line searches on topics relevant to child services locally and nationally, or on topics assigned by HSPRS leaders.
• Creates data tracking and reporting templates and tracks data
• Gathers relevant information and data and creates first draft of reports, presentations and materials for meetings
• Maintains electronic file storage system for HSPRS unit
• Supports HSPRS leadership in agenda setting for HSPRS unit retreats and conferences, and is responsible for the logistics to conduct these events including scheduling of speakers, travel arrangements, researching appropriate event venues and other activities necessary to execute the event as planned by leadership
• Serves as a lead project coordinator on special projects
• Supports with onboarding to HSPRS unit in ways including but not limited to scheduling onboarding activities within HSPRS unit and interagency units, contributing to Onboarding plans and curation of resources
• Represents Children Services unit in interagency and external meetings as needed
• Undertakes other duties as assigned

Qualifications:

Experience:

• Minimum of 5 years of related work experience in non-profit setting

Skills:

• Strong independent thinking skills with ability to work independently and follow through on assignments with minimum supervision
• Strong organizational skills with demonstrated experience working on multiple projects simultaneously
• Strong interpersonal skills with the ability to build relationship within the organization and externally
• Excellent administrative, and customer service skills
• Ability to act with discretion and maintain confidentiality
• Excellent written and oral communication skills, including the ability to draft correspondences and other communication with minimum direction
• Experience handling executive calendars and meeting scheduling
• Professional maturity and strong decision-making skills
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Proficient in Microsoft Office ( Outlook, Word, Excel and Power point) and social media platforms

• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Education & Certifications:

• Bachelor’s degree

Special Requirements:

• COVID Vaccination Requirements
• Remote, with proximity to airport is required.
• Must have access to reliable internet
• Must be willing to travel to locations in national network for in-person meetings and conferences and to provide on-site support on occasion
• Ability to lift 50lbs. of weight, work in particular conditions, etc. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
• Standard Work hours, with occasional evening and weekend as assigned