Title: Program Assistant
Job Classification: Full-time, salaried non-exempt
Reports to: Director of Programs
Location: Children’s Institute, downtown Portland
Salary: $38,000 to $40,000 based on experience
To Apply: Email résumé and cover letter to firstname.lastname@example.org with the subject line: Program Assistant. Applications must be received by end of day Sunday, May 31, 2020.
Children’s Institute (CI) envisions an Oregon where every child is prepared for success in school and life. To meet this goal, we advocate for strategic investments in high-quality early childhood education and healthy development while highlighting the most effective strategies to improve long-term outcomes for children. Additionally, we support program implementation designed to demonstrate the necessary components of an integrated early care and education system—prenatal through third grade—to ensure a greater number of children who experience barriers to opportunity due to poverty, race, disability and/or geography are prepared for kindergarten success and on track to meet third grade benchmarks. We strive to bring together research, family, and community voice as we work toward accountable advocacy.
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 well established 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 improved family partnerships. The initiative is both data- and community-driven and has already been a catalyst for policy change.
Additionally, we have launched 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 will directly support the Director of Programs and Director of Research and Strategy.
The Program Assistant must support the organization’s mission, vision, values, and principles and be able to articulate this clearly in written materials.
- Support both the Director of Programs and the Director of Research & Strategy logistically and administratively.
- 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 hosting and planning logistics and operations for Early Works and Early School Success site visits, retreats, and events.
- Assist with the coordination of 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, parents, 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.
- Support organizing funder events.
- 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.
- Spanish speaking strongly preferred.
- 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 key 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 long-term disability coverage
- Employer fully paid life insurance, accidental death, and employee assistance plan
- 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.
Reasonable Accommodation Statement
Consistent with applicable disability law, Children’s Institute will provide reasonable accommodations to assist qualified applicants or employees with disabilities to participate in the job application process, to perform the essential function of a job, and to enjoy the same benefits and privileges of employment applicable to similarly situated employees without disabilities, provided the accommodation would not impose an “undue hardship” on the operation of CI.