Asst. Youth Services Coordinator

DEPARTMENT: Youth Services

JOB TITLE: Asst. Youth Services Coordinator

STATUS: Full-Time

The Family & Youth Services Program Assistant works as part of the City of Gary's Constituent Services team and provides administrative, programmatic, and operational support to the Family & Youth Services Coordinator. The position assists with the planning, coordination, implementation, and evaluation of youth, family, workforce development, mentoring, community engagement, and special event initiatives throughout the City of Gary. The position holder will communicate regularly with youth, parents, schools, community organizations, businesses, City departments, and other program partners. Applicants must be detail-oriented, well-organized, dependable, and able to perform with a high level of professionalism, accuracy, confidentiality, and discretion. Applicants must also be able to manage multiple responsibilities in a fast-paced work environment and demonstrate a strong commitment to serving Gary's youth and families.

JOB DESCRIPTION:

• Assist the Family & Youth Services Coordinator with planning, coordinating, and implementing youth, family, workforce development, mentoring, and community engagement programs.
• Provide administrative and operational support for the City of Gary Summer Youth Employment Program and other departmental initiatives.
• Coordinate participant registration, onboarding, scheduling, worksite placements, and ongoing communication with youth, families, employers, schools, City departments, and community partners.
• Maintain accurate participant records, attendance, timesheets, evaluations, demographic information, consent forms, and other program documentation while ensuring compliance with grant and funding requirements.
• Monitor participant attendance, workplace performance, and program participation, conducting occasional site visits to support youth and document program activities.

Prepare and distribute surveys, evaluations, reports, presentations, spreadsheets, meeting materials, and other program documents.

• Assist with planning and executing community meetings, job fairs, workshops, resource fairs, recreational programs, special events, and other Family & Youth Services initiatives.
• Coordinate event logistics, including registration, facilities, vendors, volunteers, supplies, event setup, and post-event follow-up.
• Serve as a resource for residents by responding to inquiries and connecting individuals and families with City services and community resources.
• Support outreach, recruitment, and partnership efforts with schools, businesses, nonprofit organizations, workforce agencies, faith-based organizations, and other community stakeholders.
• Schedule meetings, maintain calendars, prepare agendas and meeting notes, and assist with departmental correspondence.
• Draft emails, newsletters, flyers, social media content, and other communications while coordinating promotional efforts with the City's Communications Department.
• Assist with collecting program data, researching grant opportunities and community resources, and preparing information for grant applications and reports.
• Maintain organized electronic and physical filing systems and assist with purchasing, inventory, invoices, and other departmental administrative processes.
• Represent the Family & Youth Services Department at community meetings, outreach events, schools, worksites, and public functions as assigned.
• Maintain confidentiality of sensitive participant, employee, financial, and departmental information.
• Attend occasional evening and weekend meetings, programs, and special events.
• Perform other duties as assigned by the Family & Youth Services Coordinator or departmental leadership.

Qualifications:

• Associate degree in Public Administration, Human Services, Education, Business Administration, Communications, or a related field preferred. Equivalent education and/or relevant experience may be substituted.
• Two (2) years of experience in administrative support, youth development, education, workforce development, nonprofit, community engagement, social services, or public service preferred.
• Proficiency in Microsoft Office Suite and standard office technology; experience with Google Workspace and related software is a plus.
• Excellent organizational, interpersonal, written, and verbal communication skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to exercise sound judgment, maintain confidentiality, work independently, and collaborate effectively with diverse stakeholders.
• Valid driver's license and reliable transportation preferred.