Administrative Assistant III
- Experience Level
Administrative Assistant III:
The Teacher Professional Development Program at WestEd, which includes the Quality Teaching for English Learners and the Strategic Literacy Initiatives, works with educators to enhance their expertise across the continuum of professional growth, from pre-service education, through accomplished teaching and teacher leadership. A diverse portfolio of projects advances research, professional development, and understanding about the education of underrepresented students and high priority schools.
The Administrative Assistant III will support staff in the Quality Teaching for English Learners initiative to carry out professional development, technical assistance and research projects in schools. This role will provide administrative and clerical support for project directors and professional developers and will assist project leaders in financial monitoring and reporting for a variety of education projects. Major responsibilities will include the organization and coordination of professional development events, and the preparation, distribution and mailing of instructional materials for institutes and workshops in schools across the country. This position is a salary grade D.
Responsibilities: Provide administrative and clerical support to program leaders and staff:
Prepare documents, reports, and program resources meeting WestEd standards for quality Manage travel organization, reporting and reimbursement for program and project directors Coordinate team calendars and schedules Provide support in correspondence and communications Manage program operations and office Serve as key program contact person and interface with internal and external clients Develop and monitor program contracts, procurement processes, invoices, budgets and financial reports in coordination with infrastructure departments Maintain electronic and print filing systems for administrative documents and program tools and resources Assist with developing proposal responses, scopes of work, and budgets with guidance from project directors and leaders Coordinate the use of data to meet reporting requirements and inform ongoing project improvement Support marketing efforts with direct mailings, research contacts and leads, follow up on leads. Coordinate professional development events:
Serve as main liaison with clients in the organization and implementation of professional development events Perform tasks related to event management (e.g., locate meeting venues, place catering orders, negotiate vendor contracts, coordinate participant travel and registration, develop rooming lists, etc.). Coordinate logistics for professional development events and meetings: locations, schedules, registration, materials, supplies, technology, attendance lists Set up and maintain participant databases and evaluation data. Coordinate the preparation, dissemination, and revision of project resources and professional development materials:
Create and maintain systems for the organization of project-related instructional materials in coordination with other staff Distribute instructional materials and books for the successful execution of professional development events locally and across the country. Assist with financial analysis and monitoring for the program:
Assist in the preparation of project budgets and budget justifications Assist Project Directors with budget analysis and financial projections Support monthly forecasting, including updating the forecasting system and running necessary forecasting reports Monitor budgets and expenses and create various financial reports and presentations. Qualifications:
Bachelor's degree Three or more years’ experience in administrative positions or coordinating complex projects Strong administrative and organizational skills Resourcefulness and careful attention to detail Ability to work well under pressure, high tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize work on multiple projects Excellent interpersonal and oral and written communication skills Exceptional customer service skills over the phone and in person Proficient in Microsoft Word, Powerpoint and Excel, including experience with formulas such as VLOOKUP and SUMIF, and functionalities such as Find and Replace, Pivot Tables, and linking multiple files/worksheets. Experience using Cognos, TM1, Salesforce or other Business Intelligence tools a plus. Strong sense of urgency and problem-solving skills Ability to work effectively both independently and as a team member Must be US citizen or authorized to work (visa sponsorship not available). Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)