Administrative Associate - Washington New Americans
Administrative Associate - Washington New Americans
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Job Description
Employment type: Fulltime NonExempt
FullTime Salary Band: $56000 $59000
Program Area: Washington New Americans Program (WNA)
Reports To: WNA Administrative Program Manager
Location: Hybrid in Seattle Vancouver or Yakima Office
BACKGROUND
Since 2008 the Washington for New Americans Program within OneAmerica has worked tirelessly to promote successful immigrant inclusion by helping eligible immigrants attain U.S. Citizenship. The WNA program also administers and oversees subgrants to nonprofit organizations across the state to fill vital and critical service gaps in the citizenship space.
POSITION DESCRIPTION
OneAmerica is seeking a selfmotivated and highly organized Administrative Associate to support the WNA program. WNA is devoted to helping eligible legal permanent residents become U.S. citizens voters and active members of our community.
The successful candidate will be detailoriented and passionate about the mission of the program. The WNA Administrative Associate will report to the WNA Administrative Program Manager and will be responsible for our finance tracking grant reporting and administrative side of our program.
The ideal candidate will bring a strong antiracist and power analysis to this work using their skills as a confident relational leader to build authentic relationships while managing multiple priorities with impeccable followthrough. This position is based in our Seattle Vancouver or Yakima office.
RESPONSIBILITIES
Program statistics and tracking: Maintain accurate track of our progress toward various deliverables 20:
- Carefully track and organize all internal deliverables
- Implement systems and protocols to keep data organized
- Gather all pertinent data and create first draft of all quarterly and final reports for funders (both narrative and analytical)
- Enter internally collected data into Excel and Salesforce
- Conduct internal quarterly review of grantee progress towards goals
- Support annual contract renewal process of grantees
Finance: All expenses are logged promptly and billed to the right accounts 20:
- Review and approve grantee agency invoices and receipts in consultation with supervisor
- Keep track of funded partner budgets and supporting invoicing
- Work along WNA Senior Manager to manage all fiscal aspects of funded WNA partners (RFP process contract negotiations and issuing final contracts)
- Remind subgrantees about invoice dates and deadlines
- Edit and distribute all relevant correspondence to and from funders and subgrantees stemming from these tasks
Event Planning and : Make behindthescenes logistical magic to ensure our statewide citizenship inperson and remote clinics run smoothly for applicants volunteers and staff 20:
- Work productively with partner and ally organizations to execute collaborative clinics
- Support with logistical preparations for various events
- Support WNA team in securing space for events and organizing event flow
- Schedule appointments with naturalization applicants for upcoming clinics
- Support with volunteer recruitment and organization
- Enter participant data after events into Excel and Salesforce
- Support WNA in developing a calendar to track events of subgrantees
Program Materials: Manage technology bank and prepare for staff or partner agencies and naturalization workshop materials are kept in stock and organized in advance of events 15:
- Coordinate checkin and checkout technology bank and laptops ensuring all technology is working and troubleshooting as needed
- Print and order any necessary materials in advance of naturalization clinics
- Ensure we have uptodate multilingual promotional materials ready to go by established deadlines using programs like Adobe or Canva
Follow Up with Citizenship Applicants: People who have attended our application assistance events receive adequate support throughout the 1218month application process 20:
- Create yearly client followup calendar with staff assignments and import completed followup Excel sheets to Salesforce.
- Call past applicants to follow up on their naturalization applications and provide additional resources and referrals if necessary.
- Help connect new citizens with the tools to register to vote
OneAmerica staff responsibilities 5:
- Attend internal meetings including staff meetings and staff retreats
- Support voter outreach events OneAmericas gala and fundraising phonebanks
- Support advocacy campaigns and organization wide meetings.
QUALIFICATIONS & ATTRIBUTES
OneAmerica is seeking candidates who are passionate about our mission and are highly proactive. While no one candidate will embody all the qualifications below our ideal candidate would bring:
REQUIRED
- Passion for social justice and building power in immigrant communities
- Meticulous attention to detail accuracy and deadlines
- Ability to work successfully both independently and collaboratively
- Proficiency in Microsoft Office suite especially Excel and Word and other relevant programs (such as PowerPoint and Canva)
- Fluency in a second language
- Excited about building power across agencies and within OA
- Willingness to accommodate communitybased scheduling needs such as evening and weekend meetings
- Access to reliable transportation and willingness to travel throughout Washington State and nationally on occasion
- OneAmerica is requiring all employees to be fully vaccinated against COVID19 reasonable accommodations will be considered.
PREFERRED
- Experience with immigrant communities or other social justice efforts touching immigrant communities
- Experience with CRMs and implementing the use of new digital tools
- Demonstrated ability to work within a highvolume program
- Comfortable with crowd speaking
- Experience with event planning in some capacity
PHYSICAL DEMANDS
- Ability to be on a computer for majority of the day
- Travel within the state roughly once a month
- Ability to have multiple phone calls a dayand work for long stretches of time
WORK ENVIRONMENT
- This is a hybrid position within the state of Washington and can be based out of our Seattle Vancouver or Yakima office. Inoffice twice a week (Tuesdays and Thursdays)
COMPENSATION & BENEFITS
- Comprehensive health insurance coverage including vision dental life insurance; short and longterm disability; 20 weeks of family and medical leave; and more;
- Other benefits include cell phone and transportation stipends Flexible Spending Accounts (FSA) 403(b) retirement plans
- Five weeks of PTO in years 03 six weeks for years 46 seven weeks of PTO after 7 years of service;
8 hours of PTO annually to honor staff birthdays to help them recharge and celebrate their special day
- Three months paid sabbatical after every five years of service;
- OneAmerica is committed to work/life balance and encourages meetingfree Fridays and Summerfree Fridays 3day weekends for two months in the summer);
- We have a transparent compensation philosophy and offer costofliving and annual meritbased raises;
- We are committed to employee growth and advancement including professional development investments
INTERVIEW PROCESS
- Phone Screen Interview
- Virtual first panel interview
- Virtual second panel interview with a performance task. All candidates who submit performance tasks and attend the second interview will receive a $60 egift card for compensation of their time.
- Virtual or inperson final interview with the Hiring Manager and Director
Desired start date: April 14 2025
Apply by: February 14 2025
Please be sure to add to your contact list to ensure delivery of all correspondence from us.
OneAmerica is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity or expression pregnancy age national origin disability status genetic information protected veteran status or any other characteristic protected by law.
Required Experience:
IC
Employment Type
Full-Time
