Secretary to the Assistant Director of Grant-Based Programs

At the present time, a vacancy for a full-time Secretary exists within the Student Services Division of the Chester County Intermediate Unit. This position will perform all secretarial responsibilities and will be supporting the Grants department. This position will be based at the Educational Service Center in Downingtown, with the base schedule being 8:00 AM to 4:00 PM working Monday through Friday. 

Are you motivated to create brighter futures for students, families, and the entire community? If so, we want you on Team CCIU! At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success together takes a team approach! We strive to hire exceptional, motivated, and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond.  

If you are looking for an exciting, challenging opportunity to grow your career, don't wait � apply today to make Team CCIU even stronger tomorrow!

Summary of Positions
The Secretary to the Assistant Director of Student Services � Grant Based Programs provides high-level administrative, operational, and coordination support to ensure the effective functioning of a diverse portfolio of grant-funded education and student services programs. This position supports complex, multi-program operations including early learning, DHS, and community-based initiatives, requiring strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. 
 
Qualifications

• Minimum of 3-5 years of related experience, either providing administrative support or within a similar social service, early childhood, grant based, or community resource initiative required

• Experience using technology, including proficiency in Microsoft Office and experience using a Student Management System

• Familiarity with compliance and regulatory documentation

• Bilingual in Spanish and English strongly preferred

Duties and Responsibilities:

1. Administrative Support

   1. Provide direct administrative support to the Assistant Director, including calendar management, meeting coordination, and prioritization of competing demands

   2. Support the preparation, editing, and management of correspondence, reports, board materials, and presentations

   3. Maintain organized electronic and physical filing systems aligned with compliance and audit requirements

   4. Track deadlines, deliverables, and follow-up items across multiple programs and initiatives

2. Program Coordination and Support

   1. Coordinate logistics and communication across multiple programs

   2. Support scheduling, documentation, and follow-up for leadership team meetings, program reviews, and cross-department initiatives

   3. Assist with onboarding documentation and coordination for new staff across programs

   4. Assist with purchasing, including obtaining quotes, required documents for vendors, inputting purchases into the purchase order system, and ensuring needs are met in a timely manner

3. Compliance and Documentation

   1. Support the preparation and organization of documentation required for state, federal, and grant compliance

   2. Assist in compiling reports, data summaries, and materials required for audits, monitoring visits, grant compliance, or funders

4. Operational and Project Support

   1. Assist with tracking grant-related activities, deliverables, and timelines

   2. Support special projects and initiatives including preparing materials for events and delivering materials as needed

   3. Coordinate logistical needs for trainings, professional development, and large-scale events

Location:
Educational Service Center
455 Boot Road, Downingtown, PA 19335
 
Salary Range:
Support, Band 10: $22.50 - $29.82/hr.
7.5 hours/day, 5 days/week, 260 days/year

LB

Equal Opportunity Employer
Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.