Administrative Assistant, Programs Jobs

Job Title: Administrative Assistant, Programs

Compensation Range: $17.50 - $22.60 per hour, non-exempt

Full-Time: 100% FTE / 40 hours per week

Benefits: Medical, vision, dental and life insurance, vacation and sick time off, paid federal holidays, and retirement plan (See full job description for more details).

Organization size: 50+ employees

Reports to: Director of Organizational Effectiveness

Location(s): In-person at the Headquarters Office in Watsonville; This position is eligible for hybrid work schedule after successful completion of the first 90 days of employment.

JOB OVERVIEW:

Digital NEST is a workforce development center that has welcomed hundreds of youth from working-class, farmworker communities to develop the technical and professional skills they need to achieve their dreams. It is an exciting time for the NEST as we are on the precipice of expanding to a total of five communities across Northern California by the end of 2026. Digital NEST has centers in the heart of Watsonville, Salinas, Gilroy, Stockton and Modesto. The first Digital NEST in the Central Valley is expected to launch in Stockton in 2023, with plans to scale across the Bay Area and San Joaquin Valley also underway.

The Programs Administrative Assistant will perform administrative duties to support the directors of our 3 program branches: the Center Operations/Career Exploration, Pathways, and bizzNEST, our paid professional internship program. The individual in this role should have some experience in youth programs and will frequently be called on to provide logistical support. This individual will take the initiative to engage with director-level staff, solve problems, gather needed information, and carry out work requests to help support the department’s productivity and effectiveness.

RESPONSIBILITIES:

Administrative Support to Directors (50%):

Communication:

• Participate in meetings on behalf of the program directors and/or organization, document discussion and outcomes of meetings, and report to appropriate individuals.
• Prepare departmental communications, such as memos, emails, invoices, reports, presentations and other correspondence as requested.
• Create connection activities for meetings and team cohesion activities.
• Provide support during meetings including note-taking, setting up technology to support remote participation, and with appropriate follow up post meetings.
• Acts as the administrative point of contact between program directors and internal/external demands.
• Conduct and coordinate research and/or prepare materials as needed for director meetings with internal and external stakeholders.
• Proofing a wide range of written materials including emails, marketing collateral and presentations.

Project Management:

• Preparation and execution of contracts with external vendors.
• Under the direction of program directors, create workflows in Asana that automate regularly occurring processes within projects.
• Under direction from program directors, provide support, by managing projects of and on occasion, lead special projects as assigned.
• Track with issues requiring attention and deadlines and keep program directors regularly informed of such matters.
• Support with processing and tracking expenses, processing receipts and reimbursements, submission of timesheets, and processing purchase orders for HQ supplies.

Administrative & Logistical Support to Programs (45%):

• Maintain a database of and maintain contact with workshop volunteers.
• Manage the collection, entry, and analysis of data that is pertinent to achieving programmatic goals and objectives including, but not limited to:
• Operate program data collection systems (eg Airtable, Salesforce, learning management system) and maintain schedule of tasks and reminders for program staff who have tasks to perform for these systems.
• Provide logistical support for the planning of seasonal programming.
• Provide logistical support for field trips, and events (ie scheduling, arranging catering) as needed.
• Assist the organization and maintenance of document systems (e.g. Google Drive, Canva, Miro, etc.)
• Respond to requests for basic, written information (ie collateral) about programs.
• Partnerships
• Member recruitment and retention
• Handle purchasing requests for youth incentives, field trips, events, and kitchen pantry restock.
• Parent engagement.
• Keep organized records of partner program participant tracking (i.e attendance records).
• Member progress
• Member demographics

Other (5%):

• Performs other duties and tasks assigned by the supervisor.
• Provide general support to fundraising efforts expected of all staff: showcase members and member work, speak articulately about programming and be a model representative and evangelist for Digital NEST in the community.
• Represent the NEST in a professional, constructive and compelling manner to stakeholders at meetings, on social media, at public events and in media products or written publications.
• Serve as a role model for Members regarding career aspirations, becoming tech-savvy and social enterprise.
• Participate in NEST evening and weekend programs and events on an occasional basis; facilitate youth involvement in these programs and events.

QUALIFICATIONS:

• The ability to work efficiently, juggle tasks simultaneously, stay organized and focused, meet deadlines, and achieve goals
• High degree of accuracy and attention to detail in the performance of administrative tasks.
• Some entry-level experience working directly with youth in a youth-serving program.
• Strong project management skills, can manage a high volume of complex projects.
• Strong working knowledge of Google Suite; spreadsheets and database systems.
• Ability to conduct, document and present (in person or in writing) basic topical research.
• At least 1 year of administrative assistant experience.
• Excellent interpersonal skills and communications skills and ability to interact professionally with a wide range of people, including Digital NEST staff, colleagues, members, clients, and external organizations.
• Ability to develop and document basic workflows and procedures.

PREFERRED-BUT-NOT-REQUIRED QUALIFICATIONS:

• High School Diploma
• Bilingual/Biliterate English and Spanish

REQUIREMENTS:

• Transport themselves to NEST facilities and to outreach locations.
• Passion for the mission of Digital NEST and belief in upholding organization’s core values.
• Ability to be an ally to people of color, women and lesbian, gay, bisexual, transgendered, queer, questioning and intersex individuals and their allies (LGBTQIA).
• Understanding of and sensitivity to issues of culture/ethnicity/race, gender, sexual identity, class/SES and immigration status.
• Must have a valid CA driver's license and be able to travel and work evenings or weekends occasionally, or as needed.

NOTE: The job offer will be contingent upon the successful completion and passing of a background check.

ABOUT OUR BENEFITS: We take a holistic approach to wellness, physical, emotional, and financial. Our comprehensive benefits package includes:

• 13 Paid Holidays Annually Plus Business closure/holiday the week between Christmas Day and New Years Day
• 100% Agency Paid Medical, Dental, Vision, and Life Insurance for the employee
• 10 Paid Vacation Days for Full-time Employees (non-Director and non-Chief positions) and 15 Paid Vacation Days for Full-time Employees (Director and Chief positions)
• SIMPLE IRA Retirement Benefit with up to 2% employer match
• Annual Parking Permit
• Paid Sick Time Off

Digital NEST, Inc. is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Digital NEST is committed to an inclusive experience for all applicants and will endeavor to make reasonable accommodations in the interview process, to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

Please refer to our career page for more information on how to apply for reasonable accommodations.

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