STEP UP Program Assistant

Digest topic: Jobs & Internships


organization:Open Meadow Alternative School
position summary:

Open Meadow Alternative Schools, STEP UP Program is looking to hire an experienced PROGRAM ASSISTANT. This is a full-time salaried exempt (12 mos/year) position reporting to the STEP UP Program Director; START DATE: August 24, 2009 APPLICATION CLOSING DATE: Open Until Filled

Open Meadow Alternative Schools, an accredited, private school established in 1971, offers a personalized educational experience for multi-cultural middle and high school youth who have not fared well in public schools. Located in North Portland and serving students from ages 10 – 21, Open Meadow provides four programs to nearly 600 students. Our mission is to serve young people in a learning environment that emphasizes mutual respect, personal responsibility, academics, and service to the community. Open Meadow successfully re-engages disconnected youth in their education, providing academic and support services to those at high risk of dropping out of school. All students work toward high school graduation, college education or career placement. We encourage you to visit our website at

The Step Up program currently operates in partnership with Portland Public and Gresham/Barlow Schools serving approximately 300 students in an after-school setting by providing tutoring, mentoring, leadership development, family engagement, and summer-programming services to students most in need of immediate academic assistance.

POSITION SUMMARY: The Program Assistant is a key pivotal administrative position working closely with and supporting the Program Director, Program Manager and staff in the overall administration of the Step Up Program. Primary duties include administrative coordination, data management and reporting, accounting, event management and scheduling, external relations, and serving as an integral part of the Human Resources team. S/he will assure data collection tracking is appropriately input into online databases, and reports are generated on a timely basis. S/he will provide support to the Program Director and Program Manager in managing a wide array of confidential and sensitive program matters. The ideal candidate will be a self-starting, multi-tasker who is experienced in working in a fast paced environment, and someone who presents a professional image yet is compassionate about the mission and values of the organization and the students it serves.


Data, Evaluation & Reporting: Coordinate, collect and assist in interpreting program and evaluation data. Job duties will include but are not limited to: • Coordinate the distribution and collection process for multiple data requests • Maintain database records for student grades, student demographics, and test scores and assist in the interpretation of school year data at grading periods • Create summaries, reports and presentation materials that reflect outcomes for various reporting requirements: o School Year Reports: Enter data into all reports, including Principal report(s), semester and year end reports. o Presentation Materials: Assist the management team in the development of presentation materials, mailings, grant narratives for applications, presentations and ongoing reports o General Reports: Assist the Program Director in the creation and distribution of a variety of reports which impact funding, partner updates, and contractual requirements with partners • Facilitate the partnership between outside evaluator consultant(s) and Step Up • Coordinate and supervise miscellaneous data/evaluation requests throughout the year • Work closely with the Open Meadow Development department to provide data, program narratives, and other grant reporting information necessary for funders, grantors, and partners

General Administrative Operations: Communications - Serve as the pivotal contact person for Step Up Program communications: o Act as a friendly ambassador for the program; greet visitors, answer inquiries from students, parents, community partners and stakeholders, serve as a point person to represent the program when required o Act as a liaison for the Program Director and Program Manager and the community for general communications (e-mails, phone calls) and scheduling; provide information about the program or refer to appropriate staff o Maintain a high level of ethical behavior and confidentiality in dealing with sensitive information

Operations and Procurement - o Assist in the production of promotional materials; manage the procurement of promotional or outreach materials, general supplies, services or other miscellaneous purchases for program sites as required o Manage all program calendars, personal calendar and calendar of the Program Director. Work closely with the Program Director in the management if his/her schedule and calendar o Collaborate with the Administrative Office in managing monthly expense reporting, disbursements, supply orders, technology and facility issues o Assist in the overall organization of program systems, and general office organization o Assist the Program Director, Manager, or Coordinator(s) in special projects and events when needed o Manage the collection and distribution of mail and organize communications o Work closely with Open Meadow’s Executive Assistant to ensure organizational communications are dispersed to the Step Up Management Team and program staff when necessary o Provide support at Step Up Leadership Team meetings; distribution of agenda, preparation, minutes and follow up communications

Human Resources • Collaborate with the Human Resources Manager (HR) on general HR and Step Up-specific policies, procedures and processes: • Support the recruitment and hiring process for Step Up positions; external postings, scheduling interviews, offers of employment, coordination offers, reference & background verifications, employee orientation and processing of new-hire paperwork • Act as a the contact point to support Program Coordinators in responding to general HR inquiries • Act as a lead contact with Step Up employees regarding adherence to Open Meadow hiring policies; assist in the coordination of HR trainings and communications, policy & procedure updates

Event Management • Collaborate with Program Coordinators for event set-up, coordinate ordering, pick up and delivery of food, other multi-tasking for events as identified • Assist in the planning of Step Up staff events, including year end and winter events. Responsible for the implementation of all events, including set-up, food, gifts, space, and any other duties as required

Supervision • Responsible for the supervision of the Office Assistant – Data Specialist

Salary / Pay Rate:$2,400 – 2,850 per month
Required Skills and Abilities:• Able to work harmoniously with others and to communicate effectively in a fast paced team environment • Able to take initiative to prevent problems, problem-solve; multi-task, prioritize & organize projects while working independently; prioritize tasks, meet deadlines while maintaining attention to detail • Able to maintain confidentiality and respond sensitively to questions and complaints • Able to direct the office operations and work responsibilities of the office staff • Possess language skills including punctuation, spelling, correct usage, and ability to research information and compose memos, letters, and other correspondence to support the operations and administrative functions • Skilled in computer operation and use of computer programs including Microsoft office suite; must also be able to use standard office equipment • Able to set up and use an efficient filing system • Able to possess and maintain a valid First Aid certificate
Qualifications:QUALIFICATIONS: Required: • Position requires solid experience in managing an office environment with a multitude a responsibilities, deadlines, and projects • 3 + years experience in an administrative (or executive) assistant role supporting 1-2 senior level directors/managers • Bachelor’s degree preferred (5+ years of demonstrated experience may substitute for degree) • Experience in project/program coordination or event management • Personal vehicle required for this position Preferred: • Background in HR with experience in wage & hour rules, hiring laws • Bi-lingual (English/Spanish) a plus. Please email a cover letter, resume and five references to [email protected] Please reference position number 2009-17. Thank you for your interest in Open Meadow. Open Meadow Alternative Schools is an Equal Employment Opportunity Employer and seeks a diverse pool of applicants for all positions. All applicants must pass a criminal/financial background check, possess an established driver’s license, and maintain a clean driving record.
Education Required:College degree
Other:Equal Opportunity Employer