Administrative Supervisor

Job Description

Job Description

Description:

Description

Self Help Inc. is currently looking for a Head Start Administrative Supervisor to join our team.

Agency Profile

Self Help, Inc. is a nonprofit Community Action Agency (CAA) created to help families and individuals stabilize and secure their lives through education, strategic assistance, and building opportunities in their communities. We provide a range of services for families and households across Southeastern Massachusetts.

Job Summary

The Head Start Administrative Supervisor is responsible for the overall administrative and operational management of the Head Start office, ensuring the smooth and efficient office operation. This includes ensuring compliance with agency policies and applicable federal and state regulations. The administrative supervisor provides leadership, guidance, and direct supervision to assigned staff, fostering a collaborative and effective team. This position requires excellent organizational, communication, and interpersonal skills, as well as the ability to handle a variety of tasks with professionalism and discretion.

Essential Duties and Responsibilities

• Collaborate to develop and implement administrative policies and procedures to ensure efficient program delivery
• Assist with program recruitment and enrollment efforts to maintain full capacity
• Monitor and maintain accurate record-keeping and reporting systems in compliance with the Head Start Performance Standards (e.g., staff records, attendance, in-kind contributions)
• Train, supervise, and evaluate assigned staff
• Manage and maintain office supplies, ensuring adequate stock levels and placing orders as needed
• Organize and maintain filing systems (both paper and electronic), ensuring confidentiality and easy access to information
• Coordinates communication with staff and families via phone calls, emails, and printed notices
• Assist with onboarding and paperwork for new staff and volunteers
• Schedule and coordinate meetings, appointments, and program events
• Provide ongoing professional development, coaching, mentoring, and technical assistance to assigned staff
• Assist in developing and implementing action plans for continuous quality improvement and assist in audit preparation as needed
• Prepare and distribute correspondence, memos, reports, and other documents to families and staff
• Maintain program calendars, prepare and update program materials yearly (e.g., brochures, parent handbooks, resource book, fliers)
• Support the enrollment process by assisting with application intake, organizing documents, and communicating with families
• Process invoices, purchase orders, and other financial documentation, following established procedures
• Maintain confidentiality of sensitive program and family information
• Collaborate effectively with all program staff and contribute to a positive team environment

Other Requirements

• Must pass a criminal background check and other required clearances
• Must have or be willing to obtain CPR and First Aid certification
• Valid driver's license and reliable transportation is required

Schedule

• Monday-Friday 8am-4pm, 35hrs per week
• Hourly Rate: $23-$25

Knowledge, Skills and abilities

• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines and prioritize effectively.
• Excellent oral and written communication, interpersonal, and team-building skills
• Ability to supervise, motivate, and develop staff
• The ability to work effectively with diverse populations (children, families, staff, community members).
• Ability to analyze problems, identify solutions, and make sound decisions
• Ability to handle multiple tasks simultaneously and work effectively under pressure
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and exercise discretion
• Problem-solving skills
• Ability to work independently and lead a team
• Ability to lift and carry up to 15 pounds occasionally

Education & Experience

• High school diploma or equivalent required; Associate's degree in a related field required.
• Proven experience 3+ years in an office or administrative role
• Prior supervisory or management experience preferred
• Excellent computer skills, including proficiency in Microsoft Office Suite (Word, Excel)
• Experience working in a non-profit or social service setting preferred
• Familiarity with Head Start programs and regulations preferred but not required
• Experience with office management software and databases
• Bilingual candidates encouraged to apply

Self Help Inc offers a comprehensive employee benefits package:

• Medical
• Dental
• Vision
• LTD
• FSA
• 403B
• Vacation Time
• Optional Time
• Sick Time
• Holidays
• Disability Benefits
• Life Insurance
• Direct Deposit

Self Help, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Disclaimer

This job description is not intended, and should not be construed to be, an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. It is intended, however, to be an accurate reflection of those principal job elements essential for making decisions related to job performance, employee development and compensation. As such, the incumbent may perform other duties and responsibilities as required. Its contents imply no contractual obligation and may be changed by the agency at any time.