Program Assistant

The Curriculum & Instruction (C&I) Department works to ensure outstanding instruction in every classroom. Sustainable implementation of high-quality curriculum is the most important driver of that aim and supports the growth of teachers, administrators, counselors, and librarians at various stages throughout their careers. We aspire to ground our C&I work in a set of shared elements. We start with an understanding of how students learn; we organize around adult learning principles to support teachers and school leaders; we embed opportunities to modify curriculum materials for specific classroom contexts or student needs; and we organize everything around continuous improvement, to get better over time. 

Under the guidance and supervision of the Director of Curriculum and Instruction, the Program Assistant will provide administrative and logistical support for the vice president, directors and teams within the C&I department including internal and external meetings, events (providing support for professional learning workshops, including registration, facilities, and catering), resources (including supplies and electronic resources) and reporting requirements. 

 

Core Duties and Responsibilities

Department Support

• Provide general administrative and clerical support, including but not limited to planning and managing logistics associated with trainings, workshops and events
• Order and maintain inventory of program supplies and materials related to departmental needs
• Support maintenance of the department calendar of meetings, events and school based work
• Support communication, coordination, and coherence with other units and/or departments at New Visions to support operational efficiency; problem-solve challenges or issues that arise as needed
• Support communication and contracting with school and district partners, including drafting scopes of works and contracts using templates, managing collection of e-signatures, and tracking workflows in designated processesMaintain partner and event databases
• Undertake special projects as assigned

Event Logistics and Support

• Provide logistical, planning and documentation support for unit meetings, training workshops and events including professional learning workshops,meetings, and webinars for funded programs and curriculum and instruction teams
• Manage all event logistics including catering, materials preparation, and guest and facilities management
• Maintain documentation of all workshops and events including registration, attendance, and CTLE recordkeeping through workshops.newvisions.org
• Serve as liaison with the New Visions Tech Team and Facilities Team for event management and support
• Serve as liaison for meeting participants, school partners and New Visions staff

Operations System Development

• Develop and implement systems to effectively manage and track the workflow of C&I department goals and projects
• Prepare and maintain timelines and action items to support the implementation of major events and initiatives
• Manage workshop attendance database and provide reporting as necessary

Education and Experience

• 2 years of college or 2 years of administrative experience, or an equivalent combination of education and experience
• 1+ years of experience providing administrative and program support within a comparable setting
• Knowledge of youth development, schools, and school district systems, and adult learning management preferred

Required Skill Sets and Knowledge Base

• Strong project coordination skills, with an ability to manage timelines and action items for events and initiatives
• Proven attention to detail, with a knack for identifying and solving logistical challenges
• Excellent teaming skills and ability to work well with people at all levels within the organization, schools, and the community
• Strong written and spoken communication skills
• Interest in public education and commitment to the organizational mission
• Flexibility and initiative, as well as the ability to work independently with minimum supervision
• Ability to handle sensitive information; must be able to maintain discretion and confidentiality
• Advanced computer skills (including Google Workspace, Excel, PowerPoint, and internet research skills)
• Comprehensive knowledge of database management
• Ability to travel and work evenings and weekends, as needed

 

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are no