Program Operations Assistant

General Description

The Program Operations Assistant provides administrative and operational support to the Head Start, Early Head Start, and State Preschool management team across all content areas. This position assists with program tracking, reporting support, inventory coordination, and document management to support effective program operations. The role helps management staff maintain organized systems, meet reporting timelines, and support compliance with Head Start Program Performance Standards (HSPPS) and state requirements.

The Program Operations Assistant works under supervision and does not have decision‑making or compliance oversight authority.

• Provide administrative and operational support to management staff across content areas (Education, ERSEA, Health, Family Services, Disabilities, Mental Health, and Program Operations)
• Assist with coordinating schedules, meetings, and trainings
• Support preparation of program materials and communications
• Maintain shared calendars and deadline reminders

• Assist with creating and maintaining tracking systems and logs (enrollment, health requirements, training completion, etc.)
• Run routine reports from data systems as requested
• Support compiling and organizing information for program reports
• Help track reporting deadlines and submissions

• Assist with tracking program supplies, materials, and inventory
• Maintain updated inventory logs
• Support coordination of supply distribution to sites
• Assist with ordering support as directed

• Maintain organized electronic and physical files
• Copy, scan, and file documents
• Assist with gathering documentation for monitoring reviews and audits
• Ensure records are stored according to program procedures

• Prepare materials for meetings and trainings
• Maintain sign‑in sheets and attendance records
• Assist with meeting or virtual training setup

• Strong organizational and time‑management skills
• Ability to manage multiple tasks and deadlines
• Intermediate data and reporting support skills
• Proficiency in Microsoft Office and spreadsheets
• Professional communication skills
• Ability to maintain confidentiality
• Ability to follow direction and work collaboratively

High School Diploma or GED required. Associate degree in Business, Administration, or related field preferred.

• 1–3 years administrative or program support experience
• Experience supporting multiple staff or departments preferred
• Experience in early childhood or social services programs helpful
• Head Start experience preferred but not required

Bilingual English/Spanish preferred.

Must be at least 18 years of age. Excellent oral and written skills. Ability to pass a physical examination and tuberculin skin test. Meet the State of California immunization requirement for employees of day care centers, immunization proof against influenza, pertussis and measles. Fingerprint clearance and criminal record check required. Verification of current driver’s license and insurance required for personal car usage.