Title: Program Assistant
Job Classification: Full-time, salaried non-exempt
Reports to: Director of Programs
Location: Children’s Institute, downtown Portland
Salary: $35,000 to $41,000 depending on experience
Closing: This position is now closed. We are in the process of reviewing applications.
Children’s Institute prioritizes an integrated, team-based work approach and a flexible, collegial work environment while also embracing a sense of urgency in moving our mission forward.
The Program Assistant coordinates and supports the successful implementation of Children’s Institute’s programmatic work by providing administrative and operational support. Early Works, a 10-year initiative launched in 2010, is underway in two Oregon communities, one rural and one urban. Early Works seeks to demonstrate a new approach to education and healthy development by connecting prenatal to age 5 services to an elementary school with the goal of improving school readiness, student achievement, and family engagement. The initiative is both data- and community-driven and has already been a catalyst for policy change.
Additionally, we are launching a second initiative, Early School Success, which is designed to provide a blueprint for educators to better align and embed developmentally appropriate instructional practices from preschool through fifth grade. The initiative seeks to create proof points of high-quality preschool implementation with strong school connections and effective strategies to ensure gains are sustained through the elementary grades.
The ideal candidate for the Program Assistant position will be collaborative and proactive in executing job responsibilities, outlined in more detail below. This individual will employ great attention to detail and follow-up with an ability to manage competing priorities effectively. The Program Assistant will be a member of the programs team supporting integrated programmatic projects. The Program Assistant will also be a key member of the CI operations team supporting general, organization-wide projects.
The Program Assistant must support the organization’s mission, vision, values, and principles and be able to articulate this clearly in written materials.
- Collaborate with Children’s Institute program team members to ensure the delivery and quality of services for our two program initiatives.
- Collaborate and coordinate with CI team members to support the management of the workflow of the programmatic initiatives to ensure the timeliness and quality of program and internal operational work.
- Oversee the coordination of and provide support for all logistics and operations for Early Works site visits.
- Coordinate meetings, events, and calendaring between multiple organizations.
- Transcribe, edit, and record minutes of meetings.
- Compose routine memos, letters, e-mails, and other internal and external correspondence as requested.
- Support the fiscal management team in processing grant applications, payments, reimbursements, invoicing, and project related contracts.
- Support project team members with coordinating travel arrangements, including travel reimbursements.
- Act as a liaison to external stakeholders, including funders, program staff, partners, families, and policymakers.
- Organize and input stakeholder and other data as needed into Salesforce database.
- Collaborate with operations team to provide organization-wide support to special projects.
- Support equity initiatives within CI and as a public facing staff member.
- Perform other duties as assigned.
Any satisfactory combination of experience and education that ensures the ability of an individual to perform the duties and responsibilities of this position may substitute for the stated qualifications.
- Bachelor’s degree in writing, nonprofit management, public administration, education, business management, or related field.
- Minimum of two years related experience in education and/or office administration preferred.
- Excellent written and verbal communication skills with demonstrated ability to build trust and rapport with a range of stakeholders including district administrators, researchers, teachers, families, and CI staff.
- Able to be creative and proactive in assessing and managing multiple tasks and shifting priorities.
- Proficient with all Microsoft Office products and familiar with CRM software and databases (Salesforce preferred).
- Highly organized with exceptional attention to details.
- Able to work independently and as a team member in a fast-paced and dynamic work environment, with ability to work under pressure to meet deadlines.
- Able to be adaptable, flexible, and manage change to achieve positive results.
- Able to protect and exercise discretion in handling confidential information and materials.
- Demonstrated ability to work effectively as part of a team and with diverse individuals.
- Employer fully-paid medical/dental coverage
- Employer fully-paid Short-Term Disability coverage
- 401(k) Retirement Savings Plan with qualified match and contribution
- 125 Flexible Benefits Plan
- Generous paid time off, sick leave, and holidays
Equal Employment Statement
Children’s Institute is an equal opportunity employer. It is the policy of CI to provide equal employment opportunity in accordance with applicable law to all qualified individuals without regard to their race, color, creed, religion, age, gender, gender identity, sexual orientation, marital status, military status, political opinion, national origin, familial status, mental and physical disability, source of income, or any other status protected by federal, state, or local law in all personnel actions. Personnel actions include recruitment, selection, promotion, compensation, training, and termination. Relations between employees shall be based on mutual respect, and regard for the effectiveness and well-being of the organization.