Position Overview

The Program Assistant provides logistical and administrative support to the program staff to advance CalSAC’s mission and goals. The scope of responsibility includes data management and reporting, processing payments and evaluations, supporting event and program logistics, maintaining supplies and communications support.

Position is located in Oakland, CA. Reports to Director of Programs. Works as part of the program team. Maintains good working relationships with all staff, constituents, volunteers and partner organizations.

Specific responsibilities include, but are not limited to:

Data Management & Logistics

Compiles and maintains accurate and timely data for program enrollment, participant demographics, event registration, evaluations, etc.
Analyzes and prepares internal and external data reports as required.
Processes payment requests and event paperwork.
Assists with coordination of events and meetings including travel, facilities, and catering, registration, and materials preparation.

Communications & Outreach

Assists with producing and disseminating communications including e-announcements, brochures, and flyers via email, social networks, mailings and phone calls.
Utilizes electronic systems to communicate with constituents and maintain data. This includes e-newsletters, websites, social networking sites, an online training request system, Survey Monkey, and others.
Provides proactive and timely technical assistance to constituents and partners.
Maintains positive relationships with all staff, constituents, and partners.

General Administrative

Understands and is committed to the organization’s vision, mission, and values and communicates that strategic direction with staff, constituents, and partners.
Maintains work plans and meets deadlines as scheduled.
Maintains efficient systems for organizing and administrating work.
Provides general office support as needed including back-up on phones, mailing, copying, filing and other office duties.

Qualifications:

Education & Experience

At least 1 year experience providing project and/or administrative support, preferably in a nonprofit environment.
Knowledge or experience in the out-of-school time field (i.e. afterschool, school-age child care, summer learning, school-based, community based organization, private programs, park and recreation, camps, etc.).
AA degree or equivalent experience.

Skills & Abilities

Highly detail oriented and driven.
Well organized and able to maintain effectiveness in a fast-paced environment with multiple projects and changing deadlines.
Great interpersonal skills, calm under pressure, and customer-service focus.
Problem-solver who takes the initiative to fix issues and pro-actively keep processes on track.
Flexibility and willingness to learn new skills and tools in order to best manage work across a large geographic area and diverse field.
Works well independently and with others in a team environment.
Proficiency or willingness to learn Microsoft Office Suite, including Word, Excel, and Outlook programs.
Proficiency or willingness to learn with back-end applications for managing website content and data.
Proficiency or willingness to learn with Adobe InDesign, Photoshop or Illustrator.
Ability and willingness to work evening and weekend hours, including overnight travel.
Position requires extensive computer work and some lifting (up to 40lbs).

How to apply

Submit the following documents (PDF or Word) via email to info@calsac.org:

Cover letter that clearly connects your experience to the position qualifications (1 page limit).
Current resume with three professional references including relationship (3 page limit). References will not be contacted until notified.

Attachments are preferred in one PDF file, if possible. Do not include cover letters in the body of the email. Subject line should read: “Program Assistant – first initial.last name”.

Applications accepted on a rolling basis until position is filled.Anticipated start date is August 17, 2015. Position is located in Oakland.

CalSAC is an equal opportunity employer. People of color, women, persons with disabilities, and the LGBTQ community encouraged to apply.