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Carnegie Mellon University
Pittsburgh, PA
May 31, 2026
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Hawaii State Department of Education
Honolulu, HI
Jun 12, 2026
Position Title: Head Start Administrative Assistant
Position Title: Head Start Administrative Assistant
Reports To: Deputy Director / Program Director
Salary: $45,000
Salary: $45,000
Schedule: Monday - Friday 8AM - 5PM
Nights and Weekends may be required
Travel: 20%
Position Summary
The Head Start Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the Head Start program. This role serves as a central point of coordination for office operations, communication, record management, and program support across all focus areas, including Education, Family Services, Health, ERSEA, and Fiscal. The Administrative Assistant plays a vital role in maintaining compliance with Head Start Performance Standards while supporting the program's mission of promoting school readiness for children and families.
Essential Duties and Responsibilities
The Head Start Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the Head Start program. This role serves as a central point of coordination for office operations, communication, record management, and program support across all focus areas, including Education, Family Services, Health, ERSEA, and Fiscal. The Administrative Assistant plays a vital role in maintaining compliance with Head Start Performance Standards while supporting the program's mission of promoting school readiness for children and families.
Essential Duties and Responsibilities
Administrative & Office Operations
- Provide daily administrative support to program leadership and management staff
- Maintain organized electronic and paper filing systems in compliance with Head Start and agency record-keeping requirements
- Coordinate calendars, schedule meetings, prepare agendas, and document minutes
- Manage office supplies and coordinate purchasing requests
- Receive, route, and respond to phone calls, emails, and correspondence in a professional manner
Program & Compliance Support
- Assist with preparation and tracking of documentation for federal reviews, monitoring, audits, and internal compliance activities
- Support data collection, entry, and reporting across program focus areas
- Maintain confidential child, family, and personnel records following HIPAA and FERPA standards
- Assist with enrollment documentation and ERSEA record tracking as needed
Communication & Coordination
- Serve as a liaison between program leadership, staff, families, and community, partners
- Coordinate communication for program events, trainings, and staff meetings
- Prepare reports, memos, letters, and presentations as requested
Support of Program Initiatives
- Assist with implementation of program activities, family events, and professional development logistics
- Support special projects and agency initiatives as assigned
- Maintain tracking systems for deadlines, deliverables, and compliance milestones
Required Qualifications
Associate's degree in Business Administration, Office Administration, or related field (Bachelor's preferred)
Minimum of two (2) years of administrative experience, preferably in early childhood education, human services, or nonprofit environment
Proficiency in Microsoft Office Suite and database systems
Strong organizational, time-management, and multitasking abilities
Demonstrated professionalism, confidentiality, and attention to detail
Preferred Qualifications
Experience working within Head Start or early childhood programs
Knowledge of Head Start Performance Standards and compliance requirements
Bilingual (English/Spanish) a plus
Core Competencies
Excellent written and verbal communication
Strong interpersonal and customer service skills
Ability to manage multiple priorities in a fast-paced environment
Commitment to Head Start philosophy and mission
Collaborative team player with initiative and problem-solving skills
Work Environment & Expectations
This position requires regular interaction with staff, families, and community partners. Occasional evening or weekend hours may be required to support program events and meetings.
Disclaimer
The duties and responsibilities herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of a person in this position. Related duties may be assigned by the supervisor. All duties are to be performed in conformance with agency policies and procedures and applicable laws.
Supervisory Responsibilities
This job has no supervisory responsibilities.
None required for position.
Other Requirements
Must be able to type or keyboard at least 50 words per minute accurately.
Employee must have a comprehensive knowledge of office machines, procedures and equipment.
Must be able to communicate effectively and get along with a wide variety of people.
Employee must be able to pass a criminal background record check and substance abuse test.
Ability to speak colloquial Spanish as a second language is a plus.
CONDITIONS OF EMPLOYMENT
Background check with state and Federal law enforcement agencies required. Selected applicants must submit to a pre-employment substance abuse screening test and receive a negative result for the use of drugs and alcohol as specified in agency policies. Must submit and receive negative results for random testing of same. The employee must have a valid North Carolina Driver's License. Must be able to pass a post-offer physical examination.
Action Pathways, Inc. is an “at-will” employer. Either the employee or Action Pathways, Inc. may terminate the employment arrangement at any time, with or without cause.
Management has the exclusive right to alter this job description at any time without notice. The job description or announcement is not an employment agreement or contract.
EMPLOYEE BENEFITS PACKAGE:
- Competitive pay with periodic Cost of Living Adjustments (COLA)
- Zero-cost Health, Dental, Vision, Life Insurance, Short-Term Disability (Employee only)
- Retirement plan with 100% employer matching
- Paid scheduled Vacation/Sick/Personal leave
- 13 Paid Holidays
- Winter break (2 weeks w/leave)
- Spring Break (for Head Start)
- Summer Break (for Head Start)
- Paid professional development training
- Education assistance after one year employed
- Auto mileage reimbursement for official travel
- Employee discounts
- Bragg Mutual Credit Union Membership
- Employee Recognition Events
HOW TO APPLY
Applicants must apply online at www.actionpathways.ngo
About Action Pathways
Action Pathways is a nonprofit community action agency that helps low-income families and individuals get on a path to self-sufficiency. Find help today!