Programs and Grants Assistant

The Programs and Services Special Assistant performs administrative work in support of various programs, services, commissions and committees of the association, as well as supporting general operations. This position reports to the School Smarts Program Manager, and also operates under the general supervision of the Director of Programs and Grant Development. This position interacts with committee and commission chairs and members, members of the Board and various staff departments, as well as school and district staff, clients, consultants/service providers and partners.


This position is classified on the non-exempt salary schedule as Administrative II.

Salary Range:

$40,500 to $48,600 per year

Essential Functions:

  • Works closely with the Director of Programs and Grant Development, School Smarts Program Director, Programs and Grants Specialist and other staff and volunteer leaders to support the School Smarts Parent Engagement program, including:
    • Developing timelines and implementing activities for the successful preparation, ordering and delivery of various program materials and deliverables;
    • Assisting with logistics and follow-up;
    • Daily and weekly real-time monitoring of School Smarts Academies, including regular communications with Regional Coordinators and facilitators to ensure timely operations;
    • Compiling, inputting, and maintaining a range of data and information to facilitate smooth functioning and reporting out on the program;
    • Maintaining School Smarts database including updating of program evaluation components, contact lists, and program information as needed;
    • Preparing agreements, facilitating appropriate reviews/approvals and maintaining all relevant agreements and fiscal records;
    • Facilitating/ensuring that requests for payments are submitted and processed;
    • Recommending ways to improve service and/or refine processes;
    • Providing other general administrative and clerical support to the School Smarts team, committee, client sites/districts, facilitators, coordinators and others, as requested.
  • Performs administrative and clerical work in support of other programs, services, commissions and committees, such as the Arts Education Committee, Legislative Action Committee and others as assigned, including assisting volunteer chairs and managerial staff with planning and logistics for meetings, implementation, follow-up, record-keeping and data management, copying, collating and filing.
  • Performs receptionist duties, including answering incoming calls and routing callers or responding to inquiries as appropriate; responds to or helps coordinate responses to phone requests.
  • Assists with special projects, such as convention guest lists, National PTA correspondence, and others as assigned.
  • Assists with opening and processing incoming mail daily as requested.
  • Follows all established procedures.
  • Performs other duties as assigned.

Additional Responsibilities:

  • Attends meetings, as requested

Working conditions/Physical demands:

  • Typically may sit for extended periods of time
  • Operates a computer keyboard
  • May be required to travel
  • Lift up to 25 lbs.

Application Deadline and Process:

To apply, please email a cover letter and resume to

Open until filled. No phone calls please.