Summary: The Administrative Assistant provides essential administrative, financial, program, and school-site support for effective day-to-day operations in a collaborative nonprofit environment. Highlights: 1. Opportunity to support arts, education, and community-based programs 2. Engage with organizational leadership, schools, and teaching artists 3. Dynamic role offering growth potential and diverse responsibilities Administrative Assistant -Global Writes and Digital Age Learning Position Title: Administrative Assistant Reports To: Organizational Leadership/Site Based Program Directors Position Type: [Part-Time] Location: Various Position Summary The Administrative Assistant is a part-time position of approximately 20 hours per week providing administrative, financial, program, and school-site support to ensure the effective day-to-day operation of the organization and its arts, technology and educational programs. The position has the potential to grow in hours, responsibilities, and scope based on organizational needs, program expansion, and demonstrated performance. Hourly rate is commensurate with qualifications and past job experience. The Administrative Assistant provides administrative, financial, program, and school-site support to ensure the effective day-to-day operation of the organization and its arts and educational programs. The Administrative Assistant works closely with organizational leadership, the Finance Manager, Project Directors, school leadership and teaching artists. This position requires a highly organized, dependable, and detail-oriented individual who is comfortable managing multiple responsibilities in a creative and collaborative nonprofit environment. The Administrative Assistant must have excellent communication skills, be comfortable working with schools and teaching artists, and be able to travel regularly to participating school sites. Key Responsibilities Administrative Support • Provide general administrative support to organizational leadership, the Finance Manager, Project Directors, and teaching artists. • Manage correspondence and organizational documents. • Prepare letters, reports, forms, spreadsheets, and other materials. • Maintain organized electronic and physical files and records. • Respond professionally and promptly to email and telephone inquiries. • Assist with meeting preparation, agendas, materials, and follow-up. • Maintain contact lists, program records and other organizational information. • Assist with the collection, organization, tracking, and filing of relevant paperwork and required documentation. • Follow up with staff, teaching artists, schools and vendors to ensure required paperwork is completed and submitted by established deadlines. Program & Project Support • Provide ongoing administrative support to Project Directors for arts, education, and community-based programs. • Maintain regular and ongoing communication with school leadership, teaching artists, project directors. • Serve as an administrative point of contact to help facilitate timely communication among Project Directors, schools, teaching artists, and organizational leadership. • Assist Project Directors with program schedules, teaching artist assignments, attendance records, program documentation, and other administrative needs. • Assist with the collection and organization of paperwork and documentation from teaching artists, school partners, staff, and vendors. • Follow up with teaching artists and school personnel regarding schedules, program needs, required paperwork, attendance, materials, and other administrative matters. • Help collect and organize information required for program reports, evaluations, grants, and contracts. • Coordinate the preparation and distribution of program materials and supplies. • Support special events, workshops, performances, exhibitions, professional development activities, and other organizational programs. Financial, Billing & Grant Support • Work closely with and provide administrative support to the organizational leadership and Finance Manager.. • Collect, organize, track, and maintain paperwork and supporting documentation required for monthly billing. • Track program services, teaching artist hours, attendance, expenses, and other information required for accurate billing and reporting. • Assist with invoices, purchase orders, receipts, expense documentation, and vendor records. • Follow up with Project Directors, teaching artists and school personnel to obtain missing billing information, paperwork, or financial documentation. • Maintain accurate and organized records related to billing, program expenditures, grants, and contracts. • Assist with tracking outstanding invoices, payments, and required documentation. • Organize documentation required for grants, contracts, audits, and funder reporting. • Assist the Finance Manager and organizational leadership in ensuring financial and program records are complete, accurate, and submitted in a timely manner. • Track administrative, billing, grant, contract, and reporting deadlines. School & Program Site Support • Travel regularly to participating schools and program sites to provide on-site program and administrative support. • Pick up, transport, and deliver program materials, supplies, equipment, and other resources to participating schools. • Visit classrooms and program sites regularly to support Project Directors, teaching artists, and school partners. • Observe and oversee classroom instruction and program implementation to help ensure programming is being delivered as planned. • Communicate with teaching artists and school leadership regarding program implementation, scheduling, materials, paperwork, and other program needs. • Identify and communicate program needs, concerns, or issues observed during school visits to the appropriate Project Director or organizational leadership. • Assist with collecting required paperwork, attendance information, and program documentation during school visits. • Help ensure teaching artists have the materials, information, and resources necessary to successfully implement programming. • Represent the organization professionally and positively when interacting with school administrators, educators, teaching artists, students, and community partners. Qualifications • High school diploma or equivalent required; associate's or bachelor's degree preferred. • Previous administrative experience required; experience with a nonprofit, arts organization, school, afterschool program, or community-based organization preferred. • Strong organizational and time-management skills. • Excellent written and verbal communication skills. • Strong interpersonal skills and ability to communicate professionally with school administrators, educators, teaching artists and organizational staff. • Strong attention to detail and accuracy, particularly when working with billing, financial records, and program documentation. • Ability to prioritize responsibilities and manage multiple projects and deadlines. • Proficiency with Google Workspace and/or Microsoft Office, including Docs/Word, Sheets/Excel, email, calendars, and shared drives. • Comfortable working with spreadsheets, invoices, financial records, program documentation, and electronic filing systems. • Ability to learn and use new digital tools and administrative systems. • Ability to work independently and collaboratively with organizational leadership, the Finance Manager, Project Directors, and program staff. • Professional, dependable, flexible, responsive, and able to exercise good judgment. • Commitment to supporting arts, education, youth development, and community-based programming. Travel Requirements • Valid driver's license and reliable access to a vehicle required. • Must be able and willing to drive regularly to participating schools and program sites. • Ability to pick up, transport, and deliver program materials, and supplies as needed. Preferred Qualifications Experience working with nonprofit organizations, schools, afterschool programs, arts organizations, teaching artists, or grant-funded programs is highly desirable. Familiarity with school-based contracts, monthly billing, nonprofit financial procedures, grant administration, and government-funded programs is a plus. Experience working directly with schools and an understanding of school-based arts and educational programming are also preferred. About the Organizations Global Writes is a nonprofit organization dedicated to expanding access to meaningful arts and educational experiences. Through partnerships with schools, artists, educators, families, and community organizations, we create opportunities for young people to develop creativity, communication, collaboration, critical thinking, and self-expression. Digital Age Learning is a for profit educational organization dedicated to supporting administrators, teachers and students with quality training a support in integrating technology in the classroom. The Administrative Assistant plays an essential role in supporting these missions by helping our school partnerships, teaching artists, programs, financial operations, and organizational systems run smoothly and effectively.
Craigslist · HR
Craigslist · HR
