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WestEd Position Announcement

Benefits Highlights

  • All health benefits effective first of the month following date of hire
  • 15% contribution toward retirement effective day one of employment
  • 15 vacation days, which will increase to 20 days per year beginning the 4th year of employment
  • 12 holidays
  • 12 days sick leave per year
Position Title: Program Assistant
Reports to:Senior Program Coordinator
Program: Comprehensive School Assistance Program
Salary: Level D - $53,920 - $67,400
Location: San Francisco, CA
Time Base:100%
Position No: 5147

WestEd — a nonpartisan, nonprofit research, development, and service agency — works with education and other communities throughout the United States and abroad to promote excellence, achieve equity, and improve learning for children, youth, and adults. WestEd has more than a dozen offices nationwide, from Massachusetts, Vermont, and Georgia, to Illinois, Arizona, and California, with headquarters in San Francisco.

WestEd’s Comprehensive School Assistance Program (CSAP) works in partnerships with state and local educators, families, and communities to strengthen teaching and learning and ensure equity so all students thrive. CSAP’s projects include a wide range of services and supports including technical assistance and professional learning related to curriculum design and implementation, school transformation, equity, leadership development, and state and local policy development. The CSAP team consists of approximately 75 staff with presence and projects in over 16 states.

Position Description

This position is part of CSAP’s Operations Team which assists program staff with producing high-quality services and deliverables. Operations Team members ensure support needs are met and contribute to improving efficiency and effectiveness of program operations. The position will provide support across the program, which includes support for multiple projects and staff, including staff based in home offices. This entails a strong customer service orientation, balancing multiple tasks and taking initiative to provide internal and external customers with timely and high quality responses in a positive manner.

A successful candidate has demonstrated experience in problem solving, understanding and anticipating project and staff needs, responding to requests for support in a timely fashion and adding value, and the ability to work independently with minimal guidance to accomplish tasks.

If the following characteristics and beliefs apply to you, we’d like you to join our team!

 Extremely organized and efficient
 Carefully attentive to detail
 Possess a high tolerance for ambiguity, changing work priorities and deadlines
 Have the ability to and an interest in learning new systems quickly
 Respect diverse perspectives, work positively and effectively as a member of a team
 Possess an abiding commitment to excellence and equity, and having an impact on the lives of children


Career administrative support professionals and/or entry level professionals with at least 3 years of similar experience are encouraged to apply. Only applications with cover letters that address the applicant’s fit with the organization and commitment to the ideals represented in the mission of the organization (WestEd) and the program (CSAP) will be considered.

Responsibilities

 Project Support: Schedule and attend project meetings and take notes; produce concise meeting summaries; communicate action items to staff; track progress; and report-out. Handle logistics, registration, and materials production for project activities/events (may include light travel). Format, edit, and proof project documents. Maintain accurate physical and electronic filing of project documentation. Assist with coordination of project management tasks, including tracking invoices, as needed.

 Communications: Communicate with colleagues, clients, and partners in a manner that is professional, responsive, and appropriate. Produce basic correspondence and provide support to develop and produce project deliverables and products.

 Business Development Support: Assist with organizing information necessary for preparing proposals and scopes of work. Prepare materials to send to potential clients and funders in a format that meets WestEd and funder requirements with direction from project directors and leaders.

 General Administrative Support: Provide proactive, high-quality, general administrative support, as needed, including travel arrangements, reimbursement processing, copying, filing, organizing, collating information packets, and coordinating electronic mailings. Organize, source, and maintain reasonable levels of supplies and materials to meet project needs. Provide assistance in preparing reports, correspondence, and presentations using MS Word, PowerPoint, and Excel (tables and graphs). Provide technology support as needed.

 Operations Team Participation: Participate with CSAP Operations Team on calls and occasional in-person meetings; ensure support needs of program staff are met; contribute to improved efficiency and effectiveness of program operations.

 Equipment Support: Set-up and operate peripheral equipment such as LCD projectors, multi-function devices (printer/copier/fax/scanner), and be proactive in applying new technologies as office systems change. Maintain expertise and provide support to colleagues related to office equipment and systems. Assist colleagues with troubleshooting and learning related to office equipment and systems.

 Team Player: Respect diverse perspectives, work positively and effectively as a member of a variety of internal teams.

 Customer Service: Balance multiple tasks and take initiative to provide internal and external customers with timely and high quality responses in a positive manner.

 Professional Learning and Growth: Participate in professional learning opportunities to enhance knowledge, skills, and abilities.

 Confidentiality: Process confidential information as needed.

 Other duties as assigned.

Qualifications

Education and Experience
 Bachelor’s Degree
 Experience serving in an administrative support position for at least 3 years

Skills/Abilities
Technology/Software
 Proficiency (intermediate or expert level) with MS Office 365 (including Word, PowerPoint, and Excel)
 Formatting expertise (using styles, creating tables of content, PPT animation)
 Familiarity with creating simple graphics, tables, and other figures
 Proficiency with Adobe Acrobat Pro (including converting multiple documents into a single PDF with continuous pagination)
 Experience with Concur (or similar software to process staff reimbursements); intermediate level experience preferred
 Experience with SmartSheets (or project management software), Box (or online file sharing), WebEx and Vidyo (or desktop sharing application and video conferencing)
 Highly intuitive when it comes to technology and software

Organization/Task Management
 Ability to problem solve
 Ability to follow-through on completion of tasks and responsibilities
 Ability to coordinate work around multiple tasks and multiple deadlines with a variety of different staff members
 Meeting planning – catering, A/V knowledge and setup, materials preparation, room setup/restore, onsite registration support
 Proofreading (identifying errors and inconsistencies) and editing support (ability to edit for consistency, coherence, and brevity – beyond basic grammar)
 Note-taking for meetings – typing 50+WPM, interpret key topics, synthesize discussions and identify next steps/action items

Communication
 Excellent interpersonal communication skills and ability to work as a team member

Application Process

We invite you to Apply for this Position.

If you are an individual with a disability and need an accommodation to complete the online application process, please call 415.615.3131. Please leave a message and a member of our Human Resources team will return your call within three business days. Alternatively, you may send an email to hr-help@wested.org with "Applicant Accommodation" in the subject line of the email. Please note that this phone number and email are only for those individuals with a disability who would like to request an accommodation to apply for a job. If you are not an individual with a disability and have a question or comment, please email recruitingassistance@wested.org.

Human Resources
WestEd
730 Harrison Street
San Francisco, CA 94107
http://www.WestEd.org

WestEd is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veterans’ status or other status protected by applicable law.