Programs and Grants Assistant

General Description:The Programs and Grants 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 Program Manager. 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.

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

Salary Range:$19.50 to $23.37/hour

Essential Functions:

  • Works closely with the Program Manager 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;
    • Compiling, inputting, and maintaining a range of data and information to facilitate smooth functioning and reporting out on the program;
    • Maintaining School Smarts records including updating 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.
  • Provides administrative support to the Director of Legislation, including consulting with the Chair and assisting with meeting preparation, including the annual Legislation Conference in consultation with the Meetings & Facilities Manager.
  • Provides administrative support for the legislative advocacy operations of the association by preparing reports, filing, bill pickup and mailing through the bill service; maintaining and updating the online bill tracking service; preparing the monthly, semi-annual and annual Legislation Report; handling incoming calls from outside sources such as legislative staff and other organizations; coordinating the signing and sending of certain legislative letters and documents; and tracking legislative bill files and updating them as requested.
  • Provides administrative support to the Reflections Committee, Scholarships & Grants Committee, and Arts Education Committee. Some duties can include 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 administrative and clerical work in support of other programs (including potential future programs pursued by the organization), services, commissions, and committees, as assigned.
  • Serves as the primary backup to the administrative assistant by performing general administrative support and receptionist duties.
  • Assists with special projects, as assigned.
  • Follows all established procedures.
  • Performs other duties as assigned.

Additional Responsibilities:

  • Attends meetings, as requested

Minimum Qualifications:

  • Highly organized and detail-oriented
  • Proficient using Microsoft Office including Word, Excel, PowerPoint and Outlook
  • Experience with Asana, Alchemer, and Smartsheet tools a plus
  • Team player who thrives in a busy environment
  • Bilingual with fluency in Arabic, Chinese, Spanish, Tagalog or Vietnamese highly preferred

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