Administrative Assistant

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.

• 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.

• 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.

• Bachelor's degree or equivalent experience
• 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
• Experience using Box, Concur, and SmartSheet
• 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).

Headquarters San Francisco, CA
Size 501 to 1000 employees
Founded 1966
Type Nonprofit Organization
Industry Education Training Services
Sector Education
Revenue $100 to $500 million (USD)