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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 II for Special Education Data Centers
Reports to:Co-Director of CIFR
Program: Center for Prevention & Early Intervention
Salary: Competitive Salary
Location: Sacramento, CA or Williston, VT
Time Base:100%
Position No: 5283

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.

The Center for Prevention & Early Intervention (CPEI) provides training and technical assistance in policy development, translation of research to practice, systems evaluation, and implementation of evidence-based practices in support of children and youth (birth through age 22) with, or at risk for, disabilities and their families.

CPEI partners with state and local education and human service agencies to promote a comprehensive approach to improving developmental, academic, and behavioral outcomes for children and youth. Strategies and tools include effective practices to build the capacity of systems and educators and other providers as they implement and support successful outcomes for diverse populations.

Position Description

WestEd, a leader in providing comprehensive services to schools, districts, and states on general and special education issues, seeks a program assistant to join its team on the Center for IDEA Fiscal Reporting. Funded by the U.S. Office of Special Education Programs (OSEP). The purpose of CIFR is to provide technical assistance to State Education Agencies addressing special education fiscal data collection and reporting requirements.

We are seeking a highly motivated, organized, customer and service-oriented person with high-level communication skills, a creative mindset, and experience with various technology tools such as databases used for tracking activities (Salesforce); graphics design, Excel, and Camtasia to support the provision of technical assistance (TA) to state educational agencies under one or more federal grants. The position will include a combination of one or more of the following activities: managing a tracking database, determining staff needs in using database, training staff on use of database, tracking state education fiscal news, developing newsletters, and support for conferences.


• Serve as the data manager of the Technical Assistance (TA) tracking system, provide timely training and support to use the system to its fullest;
• Manage various internal and external communications;
• Collaborate with others to prepare and conduct virtual learning communities, virtual TA and bi-annual conferences;
• Support Project Directors and Technical Assistance providers in their work.
• Maintain close contact with project directors and colleagues to ensure products, tools, and other materials get reviewed and disseminated in a timely manner
• Organize and support monthly regional Community of Practice meetings
• Compose and manage email communications for TA providers
• Coordinate schedules, manage meeting invitations and arrange for meeting space on behalf of project director
• Host virtual meetings on behalf of project director/TA provider
• Collaborate with project director/TA provider to draft meeting agendas
• Take coherent notes, clean them up and distribute to meeting participants
• Help develop resources to better assist TA providers in their work with states
• Manage a database of state-specific news and information relevant to the work
• Collaborate with colleagues to develop newsletters and marketing tools
• Utilize social media (Twitter) to disseminate TA and raise awareness about the Center
• Develop and implement outreach strategies
• Support publication and dissemination of resources and promotional materials
• Maintain and improve Center’s website
• Provide logistics support for meetings, virtual and live, including large annual conference
• Format and prepare presentation materials for conferences, meetings, etc.
• Manage state contacts and activity with states in Salesforce
• Provide Salesforce support to TA Providers and developing materials to assist them in tracking and management
• Provide support and fill-in for other administrative staff as needed
• Coordinate meeting times with other administrative staff as needed


Specific areas of expertise: We are seeking an individual with a range of knowledge, skills, and work interests. This person will enjoy the creative process while also maintaining enthusiasm entering information into a template and coordinating/supporting meetings with external clients. While it is unlikely that one individual will possess all of these qualifications, we are interested in applicants who have a combination of experience, knowledge, and skills in the following areas:

• Degree in Psychology, Special Education, Public Health, or a related field. Advanced degree preferred.
• 3 years Administrative Support Experience
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint)
• Excellent oral and written communications
• Preferred experience with Salesforce or similar application
• Preferred experience with use of Adobe Connect, WebEx, and/or other teleconferencing systems to facilitate virtual meetings
• Preferred experience with other technologies to support dissemination, such as graphic design tools, and screen casting software, Marketing and Newsletter platforms (Constant Contact, Mail Chimp), desktop publishing and social media
• Familiarity with supporting content-based, virtual communities of practice and use of NING or other platforms to facilitate development of virtual communities

Additional Desired Skills:
• Ability to multitask
• Ability to work collaboratively with colleagues
• Detail-oriented
• High-level verbal and written communication skills; ability to be welcoming and professional with high –level officials in clients’ and funders’ organizations
• Expert writing skills
• High-level administrative support skills
• Creative skills for building marketing products and tools
• Strong organizational skills
• Problem solving skills
• Experience doing research and literature reviews
• Self-starter

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 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

Human Resources
730 Harrison Street
San Francisco, CA 94107

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.