Program Operations Assistant
Program Operations Assistant
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USD 44000 - 48000
1 Vacancy
Job Description
ORGANIZATIONAL OVERVIEW
STRIVE is a national leader in workforce development solutions empowering individuals to discover their best future selves through innovative evidencebased career training and holistic lifelong support. STRIVE partners with employers funders and community organizations to close gaps in workforce needs and help local economies thrive. Founded in East Harlem NY in 1984 STRIVE has grown from its roots to now offer programs in locations across the country.
For more than 40 years STRIVE has been a catalyst for economic change and prosperity in underserved communities. Our tuitionfree skills and job readiness training oneonone support and lifetime personal coaching prepare students for careers in highgrowth industries such as healthcare construction and logistics. With a proven pathway to possible 80 of STRIVE students graduate 76 attain employment and 70 retain employment longterm.
Looking to the future STRIVE has embarked on an ambitious tenyear growth plan to increase its impact in more locations nationwide aiming to serve up to 10000 individuals each year by 2033.
We meet individuals where they are providing free programs tailored to adults 18 including those impacted by the justice system. At STRIVE there is always a path forward. See why STRIVE has been the pathway to possible for more than 40 years in our 3minute mission video.
POSITION SUMMARY
The Program Operations Assistant will support STRIVEs program teams providing administrative support data entry internship payroll processing site communications support and other responsibilities as assigned by the Executive Director. In addition the Administrative Assistant will provide support with facilities management and coordinate frontdesk activities including distributing correspondence and redirecting phone calls.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support
- Assist with distributing incentives when other program team members are unavailable. Manage office supplies and inventory ensuring an organized and wellstocked workspace. Support event coordination including logistics setup and vendor communication. Maintain confidentiality of sensitive information and ensure compliance with organizational policies.
- Provide general office support including handling mail coordinating maintenance requests and assisting with special projects.
- Greet all guests to the agency and alert appropriate staff to their arrival.
- Maintain a visitation log for students potential students and guests.
- Answer and manage incoming calls professionally directing calls appropriately or providing general information about STRIVE.
- Provide interested individuals with information about STRIVE programs and the intake process.
- Manage incoming and outgoing digital correspondence and document processing.
- Post and mail outgoing correspondence at the end of the day.
- Keep organizational literature in the reception area clean and clutterfree.
- Complete other tasks as assigned.
Payroll Administration
- Forward necessary onboarding paperwork for Signature payroll to program leadership as needed.
- Review documentation before submitting to the payroll company including I9 and tax information.
- Communicate discrepancies with payroll documents to appropriate program leadership.
- Review and submit valid timesheets to the payroll company weekly.
- Record interns and temp employees data to track hours worked for management reconciliation.
- Send payment requests to Fiscal weekly and allocate expenses to funding sources monthly.
Facilities
- Oversee facility operations ensuring a safe and efficient work environment including coordinating maintenance and repairs.
- Manage vendor relationships for building services (cleaning security HVAC utilities).
- Serve as the primary contact for facilityrelated issues ensuring timely resolution of maintenance requests.
- Monitor office space planning and overall organization.
- Ensure compliance with safety regulations and emergency preparedness protocols.
- Coordinate office moves renovations and equipment installations as needed.
- Collaborate with the Executive Director and fiscal team on facilityrelated expenses budgets and vendor contracts.
Communications & Marketing Duties
- Communicate with the marketing team to coordinate collateral promotional materials and branding needs.
- Gather content success stories and program updates for the monthly newsletter ensuring timely submission.
- Support social media efforts by providing site updates and participant success stories to the Marketing & Communications team.
- Coordinate photography and content collection for marketing materials documenting site activities and events.
QUALIFICATIONS
- Associates degree Preferred. High School diploma GED or HSE required.
- At least 2 years of administrative support experience including data entry in CRM database systems.
- Excellent verbal and written communication skills.
- Accurate detailoriented and selfdirected; able to work independently and collaboratively with a small team.
- Proficient in Microsoft Suite (Word Excel PowerPoint).
- Ability to handle highpressure and highvolume workloads.
STRIVE offers a rich benefits package that includes:
Health insurance
Dental insurance
Life insurance
Flexible Spending Accounts (FSA)
Pretax Commuter Benefits Program
401k with employer match
20 days of PTO (prorated for parttime employees)
Sick leave
Up to $500 annual professional development reimbursement
Paid holidays (including week of Christmas)
Early closing each Friday during the Summers
And numerous additional benefits!
Location: Inperson Monday Friday in our Birmingham Alabama office(s).
STRIVE considers applicants for all positions without regard to: race; color; religion; gender; national origin; age; sexual orientation; marital or veteran status; the presence of a medical condition genetic information or handicap unrelated to performing the tasks of the job; or any other legally protected status.
Employment Type
Full-Time
