Job Listing: Professional Development Administrative Assistant
School’s Out Washington (SOWA) is an independent 501c3 organization serving the field of afterschool and youth development (AYD) throughout Washington State. School’s Out Washington is dedicated to building community systems to support quality afterschool, youth development and summer programs for Washington’s children and youth ages 5 to young adulthood.
The Professional Development Administrative Assistant provides operational, administrative and fiscal support for the statewide professional development team, including the annual Bridge Conference as well as other local and statewide training, events and program services. The position also provides administrative support to the Feed Your Brain and Best Starts for Kids grants.
Reports to: Statewide Training Manager
Location: 801 23rd Ave South #A, Seattle, WA 98144
Essential Duties & Key ResponsibilitiesInclude but not limited to:
Bridge Conference Support
- Maintain systems (e.g. record keeping, preparing contracts and check requests) for revenue/expenses;
- Support the conference evaluation process: Compile and analyze data from workshop evaluations and support development of evaluations;
- Assist with onsite signage for conference and communication with hotel re: electronic signage;
- Support follow-up communications and contracts with presenters, exhibitors, vendors (e.g. hotel staff);
- Help coordinate roles and responsibilities of staff and volunteers to support preparations and delivery of the conference; and
- Assist online registration system including tracking of scholarships from conference sponsors.
Training Systems Support
- Register and track participants for workshops, conferences and other special events including inputting information into the Washington State Training And Registry System (STARS/Merit);
- Maintain filing systems and perform record-keeping duties related to workshops and symposiums;
- Provide logistical support related to workshops/training services; provide printing support for trainings;
- Support contracting and invoicing processes;
- Provide support for communications with participants, vendors and internal training team;
- Provide support for evaluation process for workshops and trainers;
- Assist and support the school-age license care (SALC) scholarship process including online and live training events;
- Monitor Accounts Receivable and collect outstanding revenue; and
- Provide support for marketing and promoting SOWA workshops/training offerings.
Grant Management Support
- Assist in sending out contracts to funded sites and follow-up paperwork for Feed Your Brain and Best Starts for Kids;
- Process payments to grantees; and
- Compile scores from San Diego Quick Assessment for Feed Your Brain at beginning and end of grant cycle.
General Office Support
- Provide general office cleanliness, organization and ordering of supplies;
- Assist in greeting guests and providing signage and directions for internal community meetings;
- Provide general office support with copying, filing and mail service;
- Answer telephone, respond to requests for information and resources, make referrals to outside resources, provide customer service to visiting providers and other office guests;
- Perform general office duties including filing, faxing, copying and coordinating bulk mailings and supporting hiring process as needed;
- Enter records in database and produce mailing lists and rosters from the database;
- Maintain filing systems and performs record-keeping duties;
- Compose correspondence and other written materials as assigned; and
- Coordinate packing of training materials and office supplies to be transported to training venue.
- Address racism, sexism, heterosexism and other discriminatory practices;
- Work toward racial equity through undoing institutional and structural racism;
- Participate in related project meetings and weekly staff meetings;
- Serve as an ambassador for the organization at all times both formally and informally;
- Support ongoing organizational cultural competency;
- Complete documentation and reporting as required by funding sources;
- Support ongoing organizational cultural competency;
- Answer telephone, respond to requests for information and resources and make referrals to outside resources; and
- Perform other duties as assigned.
Qualifications and Competencies
- Two plus years of work experience in a related field;
- Experience structuring one’s work to meet grant requirements;
- Experience working in and/or living in diverse communities preferred;
- Ability to work independently and as part of a team;
- Ability to work on multiple tasks at one time;
- Ability to grasp new knowledge and approaches and to quickly become an expert in new skills;
- Excellent communication skills and positive customer service abilities;
- Proficient in MS Word, Excel (other software as needed);
- Must be able to independently travel between work-related appointments;
- Educational credentials with an emphasis in social service, public administration, education, child and youth development, recreation, or related field While SOWA prefers a BA level degree attainment, relevant work experience may substitute for formal education;
- Must be able to work a flexible schedule, including some evening and weekend work; and
- Competencies: Adaptability, attention to detail, open communication, initiative, strong organizational skills, prioritization skills, time management skills, achieving measureable results, racial equity and social justice advocacy.
Hours and Employment Status40 hours per week, Monday-Friday
Salary: $18.00-$20.00, DOE
Fair Labor Standards Act (FLSA) Classification: Non-exempt
Generous Benefit Package: including medical, dental, vision, long-term disability and Paid Time Off policy.
How to ApplyBest Consideration Date: June 1, 2018
(Applications will continue to be accepted after the best consideration date. However, preferential consideration is given to those applications submitted by the best consideration date. The announcement will remain posted until the position is filled.)
Interested candidates should apply through our employment portal at the following link: Apply For This Job
School's Out Washington is an Equal Opportunity Employer. School's Out Washington has a commitment to addressing racism, sexism, heterosexism and other discriminatory practices and a commitment to working toward racial equity through undoing institutional and structural racism. Women, People of Color, and LGBTQ individuals are encouraged to apply.