Part-Time Administrative Support Representative

Job Description

Job Description

Description:

Make a Difference from Day One — Join Programs for Parents (PFP)

Are you passionate about helping employees thrive while supporting an organization that strengthens children, families, and communities?

At Programs for Parents (PFP), you'll have the opportunity to contribute to a mission-driven nonprofit that helps ensure every child gets the best possible start in life. We serve Essex County, NJ by empowering families, supporting childcare providers, and advocating for quality early childhood education. Our work encompasses providing education and referrals, promoting best practices, and connecting families with essential financial resources to help them thrive.

Our Culture & Values

At Programs for Parents, we look for team members who:

• Lead with respect and empathy.
• Communicate openly and professionally.
• Embrace change and continuous improvement.
• Collaborate across departments to solve problems.
• Take ownership and accountability for their work.
• Support our mission of strengthening children, families, and communities.

Job Overview

The Part-Time Administrative Support Representative provides administrative and customer service support to the Provider Management Department. This position supports Family Child Care (FCC), Family Friend and Neighbor (FFN), and Provider Management Representative teams by assisting with document management, provider communications, data entry, scheduling support, and general administrative functions.

Who Thrives in This Role?

This position is ideal for someone who enjoys helping others, staying organized, and keeping operations running smoothly behind the scenes. Successful candidates are proactive, detail-oriented, customer-focused, and comfortable balancing administrative tasks

with frequent communication and follow-up responsibilities.

Essential Duties and Responsibilities

Provider Support

• Assist prospective providers with creating accounts in the provider portal.
• Assist providers with registering for required orientations and trainings.
• Communicate with prospective and existing providers regarding application requirements and next steps.
• Follow up with providers enrolled in training to monitor progress and support timely completion.
• Contact prospective Approved Home Providers to verify information submitted through the Home Inspection Request process.

Administrative Support

• Scan, upload, and maintain provider documents.
• Enter data into applicable systems.
• Maintain accurate electronic and paper filing systems.
• Prepare, organize, and distribute departmental correspondence and documentation.
• Assist with departmental projects and special assignments as requested.
• Monitor departmental email inboxes and respond to routine inquiries.

Customer Service

• Respond professionally to phone calls, emails, and provider inquiries.
• Provide information regarding provider enrollment requirements, training opportunities, and departmental processes.
• Escalate complex inquiries to appropriate staff members.

General Responsibilities

• Maintain confidentiality of provider and agency information.
• Follow agency policies, procedures, and regulatory requirements.
• Participate in staff meetings and trainings as required.
• Perform other duties as assigned.

Education and Experience

• High school diploma or equivalent required.
• Minimum one (1) year of administrative, customer service, or clerical experience required.
• Experience working with databases, document management systems, or case management systems.
• Experience in a nonprofit, social services, childcare, or educational environment is a plus.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Strong customer service orientation.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency with Microsoft Office Suite.
• Ability to learn and utilize agency software systems.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively within a team environment.
• Ability to lift up to 20 pounds

Join a Team That Values Compassion, Community, and Collaboration

Together, we're building brighter futures- one child at a time.