Position Title: Administrative Assistant
Reports to: Project Coordinator
Program: Teacher Professional Development Program
Salary: Level C – $47,520 – $59,400
Location: Oakland, CA
Time Base: 100%
Position No: 4883

WestEd, a nonprofit research, development, and service agency, works with education and other communities to promote excellence, achieve equity, and improve learning for children, youth, and adults. While WestEd serves the states of Arizona, California, Nevada, and Utah as one of the nation’s Regional Educational Laboratories, our agency’s work extends throughout the United States and abroad. WestEd has 17 offices nationwide, from Washington and Boston to Arizona, Southern California, and its headquarters in San Francisco.

Department or Program Profile
WestEd’s Strategic Literacy Initiative (SLI) helps students become more motivated and successful readers and writers. Using the research-based instructional framework, Reading Apprenticeship, SLI offers intensive hands-on training to improve the teaching effectiveness of content-area middle and high school teachers, community college instructors, literacy coaches, and teacher educators nationwide.

Position Description
Position Purpose
To support the work of SLI through a variety of administrative tasks including processing of financial documents, travel coordination, training events support, data entry, materials production, and general project support.

Nature and Scope of Work
This position will work closely with the Program Coordinators to facilitate ongoing project work in an organized, timely, and efficient manner. This position will provide administrative support to the entire SLI team, and may be assigned certain smaller-scale training events to manage and coordinate.

This position requires multiple skills and experience managing varied tasks, excellent teamwork skills and the commitment to follow-through. The ideal candidate will be unflappable, well-organized, and detail-oriented with excellent interpersonal and communication skills.

Responsibilities
Review, process and monitor financial & travel paperwork across the project, including: purchasing requests, invoice/stipend payments, travel reimbursement requests
With Program Coordinator, coordinate training location and other meeting logistics and planning, including meeting set up, catering, equipment, room arrangement, etc.
Make travel arrangements for staff & consultants
Provide general administrative support as needed, including data-entry, copying, filing, organizing, collating information packets, shipping, bulk mailings & mail merges, etc.
Pack, ship and track boxes of training materials
Order, maintain, inventory and organize office supplies & video library
Compile, organize, and prepare data related to grants, training registration, and training completion for analysis and reporting
Provide word processing (Microsoft Word) support, including proofreading, citations using Zotero, formatting, composition of letters or other writing as needed
With Program Coordinator, assist with research tasks such as: communications with evaluators, district partners and participants, processing data & data entry
With Program Coordinator, assist in the maintenance of web-based project activities, including updates to web-based mailing lists, surveys, databases, web pages and online communities
With Program Coordinator, assist in the maintenance of our online learning platforms, including uploading of course content, collection of attendance reports, provision of technical support to participants in online training, etc.
Other tasks as assigned

Qualifications
Knowledge/Content-Related
2-3 years of administrative assistance experience in a professional environment
AA degree required; Bachelor’s degree strongly preferred
Familiarity with adolescent literacy, education, or an associated field a plus
Some experience in coordinating meetings, events, or trainings, preferably in an education or non-profit setting

Skill-Related
Excellent written communication and organization skills, demonstrating careful attention to detail
Proficiency with common software applications: MS Office Suite for Mac and Windows, required; Adobe Acrobat and InDesign desirable
Proficiency with data entry and data management across platforms (exporting from one application, importing to another, with reliable results); SalesForce experience highly desirable
Familiarity with any of the following web-based & cloud-based applications desirable: Smartsheet, Box, Concur, SurveyMonkey, Blackboard, Canvas and WordPress
Demonstrated ability to coordinate, organize, and complete work around multiple tasks and multiple deadlines with a variety of different staff members; previous experience supporting a multi-person team strongly preferred
High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize work on multiple projects
Thrives in a fast-paced environment
Ability to lift and move boxes of books and training materials, as needed (up to 30 lbs.)

Application Process
Apply Online at: http://careers.wested.org/cs/jp/view/hr_pos/4883
We invite you to Apply for this Position.

If you are an individual with a disability and need an accommodation to complete the online application process, please call 415.615.3131. Please leave a message and a member of our Human Resources team will return your call within three business days. Alternatively, you may send an email to hr-help@wested.org with “Applicant Accommodation” in the subject line of the email. Please note that this phone number and email are only for those individuals with a disability who would like to request an accommodation to apply for a job. If you are not an individual with a disability and have a question or comment, please email info@wested.org.

Human Resources
WestEd
730 Harrison Street
San Francisco, CA 94107
http://www.WestEd.org

WestEd is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or veterans’ status.
Benefits Highlights

All health benefits effective first of the month following date of hire
15% contribution toward retirement effective day one of employment
15 vacation days, which will increase to 20 days per year beginning the 4th year of employment
12 holidays
12 days sick leave per year