Administrative Assistant -Youth Program

Job DetailsJob Location: United Community Center - Milwaukee, WI 53204Position Type: Full TimeEducation Level: High SchoolJob Category: Admin - ClericalThe candidate serves as a welcoming and reliable first point of contact for the UCC Youth & Pre-College Program and will work closely with the Youth Programs Director and other members of the Pre-College Team to manage logistics, planning, and coordination of student programming and support. The Administrative Assistant oversees the daily operations of the office while leading accurate engagement and records management. The position requires strong organizational skills, attention to detail, and initiative to provide client-centered service.    ESSENTIAL DUTIES AND RESPONSIBILITIES: Serve as the first point of contact for clients, guests, and visitors of The Spot and the agency  Manage general office correspondence, such as phone calls, messages, and communication, while redirecting when appropriate Collection, oversight, and analysis in program documentation and data collection; maintain records as required by program/funder/agency, including but not limited to: student attendance and participation, student grades/standardized test scores, high school credits completed, graduation, and financial information Maintain filing systems (electronic and paper) for client and staff documents, ensuring compliance with FERPA and confidentiality protocols Achieve consistent data tracking and database management across software applications Support staff with department-wide communication, scheduling, and logistics for meetings, events, and programming Disseminate information to key stakeholders, including students, parents, partners, schools, agencies, project sites, and community agencies on opportunities provided by department programs Organize and manage financial records and budget documentation for the department while ensuring accuracy and compliance with institutional policies and procedures Provide general administrative support, such as copying, data entry, and filing to ensure efficient operation of the department Undertake special projects and assignments as delegated by Program Director and agency administrators, demonstrating initiative and flexibility  Facilitate and attend all meetings and training sessions as required by UCC, County, State, and/or program funder(s) Support department and agency special events and programming Fulfill duties delegated by the director and all other miscellaneous duties as applied   KNOWLEDGE, SKILLS, AND ABILITIES: Ability to interact effectively with people from diverse backgrounds Ability to work independently and collaboratively with cross-functional teams  Ability to communicate effectively, verbally, and in writing to varying stakeholders Self-motivated, detail-oriented, and proactively manages tasks, projects, and schedules Ability to build collaborative relationships, internally and externally, while supporting programs that will provide valuable experiences for program participants Qualifications High school diploma or equivalent; associate degree or higher preferred Experience or training in youth development or educational settings preferred Demonstrated computer literacy skills, including internet navigation, Microsoft Office Suite, Google applications, and other basic data systems Ability to handle confidential and sensitive information with discretion and professionalism Effectively present information in one-on-one, small, and large group situations Detailed experience with data collection and analysis Excellent writing and communication skills Understands working in a diverse, multi-cultural, and socio-economic environment Display effective multi-tasking and time management skills Demonstrated evidence of CPR, Concussion, and Mandated Reporter training will be required for the position (UCC will support certification) Bilingual (Spanish and English) speaker highly desire Performs additional duties and responsibilities as assigned. WORKING CONDITIONS: This position may require occasional work outside of normal scheduled hours, including mornings, evenings, and weekends, particularly during project rollouts and special events.  Work schedule may vary based on department and agency operational needs.  Work may be occasionally performed in classroom/school/recreational environments. Noise level in the work environment may be moderate to occasionally loud (ex., loud voices during activities in the classroom, recreational, or outdoor spaces). Ability to move around the school environment, including bending, kneeling, standing, walking, going up and down stairs, for extended periods. The role may involve light physical activity, including lifting up to 25 pounds and participation in recreational activities.