155 Northeast 100th Street, Suite 500
Job Title: Program Assistant
Date of Description: October 2018
WithinReach makes the connections Washington families need to be healthy and safe. We strive to be dynamic in both our policies and our programs, providing our employees with a supportive environment in which to work, as well as opportunities for growth and advancement. We offer a flexible work environment and an excellent benefit package.
At WithinReach, we strongly believe intercultural competency is critical for our work to be effective and to create lasting change. Diversity in all its forms is integral to our workplace culture and our ability to make the connections Washington families need to be healthy. It is reflected in who we are, the families we serve, and the organizations and communities we partner with in our work. Through intentional learning efforts, we focus on fairness and equity within and outside the organization. This focus strengthens our organization and contributes to our impact in Washington State.
Position Summary: Performs a variety of duties to support the programs of WithinReach. WithinReach programs include teams of resource navigators who assist families by phone and in-person. The agency also coordinates a range of trainings for service providers, to enhance the way providers help families. This position would perform the needs highlighted below to provider backbone support on a variety of programmatic endeavors. The job requires the ability to work well under pressure, solve issues using creativity, be organized and manage competing priorities, and have a strong understanding of WithinReach’s programmatic work and program needs, including the needs of clients and providers. This position works collaboratively with the Administrative Assistant and Executive Assistant, assisting with program-specific needs.
1. Administrative organization and support for WithinReach Programs
§ Maintain system of tracking, monitoring, prioritizing, and implementing ongoing tasks and one-time projects as assigned by program managers and coordinators. Ongoing tasks include:
o Set up and maintain regular maintenance schedule for tech assets, including program Wiki and program websites
o Set up and maintain program Outlook calendars and meetings
o Provide program support through document editing, scans, copies, packet assembly, etc.
o Maintain a neat and tidy program space, including outreach materials room
§ Understand, anticipate, and be responsive to WithinReach’s programmatic needs
2. Program Materials Promotion, Distribution, and Inventory
§ Materials Promotion:
o Implement communications plan to engage providers online and through materials orders to encourage them to order materials.
§ Materials Distribution:
o Fulfill program materials orders (shipping and handling)
o Respond to materials orders and inquiries
o Update and process materials order form and provider letters
o Assist with printing or ordering materials
o Process and mail quarterly Family Health Hotline postcards
§ Materials Inventory
o Maintain program materials inventory, track inventory levels, receive deliveries, and restock shelves
o Provide program materials data for internal and external reporting
3. Program Meeting and Training Support
§ Assist with scheduling and coordinating meetings
o Set up and clean up meeting rooms
o Greet and direct visitors and guests
o Prepare and distribute meeting materials
o Record and disseminate meeting minutes
o Assist program staff with coordinating meeting content and inviting guest speakers
§ Assist with scheduling and coordinating events, such as off-site group meetings; team building retreats, trainings, etc.
§ Assist with technical support for webinars or online meetings
o Maintain up-to-date knowledge on how to use webinar/online meeting programs
o Set up webinars and provide technical assistance for program staff
o Provide technical support for webinar participants
o Diagnose errors, issues and help to troubleshoot problems
4. Other duties as assigned
§ Provide other administrative support as needed
Experience, Qualifications, Knowledge and Skills:
§ Deep knowledge of health equity principles and practices, and understanding of the issues of how racism, privilege, and oppression impact marginalized communities and populations
§ AA degree or 2 years work experience
§ Effective oral and written communications
§ Excellent interpersonal skills
§ Ability to handle multiple assignments and projects to meet deadlines
§ Excellent attention to detail
§ Ability to be flexible and work both independently and with others
§ Ability to operate basic office equipment, including printers, multi-function copy machines, and postage machine
§ Ability to work standing up for long periods to organize, count, sort, package and post materials
§ Ability to lift 50 pounds
§ Competency in Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, Microsoft Excel
§ Competency in or ability to master Asana, SharePoint, Eventbrite, Zoom, Go-to-Meeting, DocuSign
Desired Experience, Qualifications, Knowledge and Skills:
§ Experience in office administration preferred
§ Valid Washington State Driver’s License or the ability to travel throughout King County in a timely manner
Wages & Benefits: $18.50/hour. Excellent benefits include fully paid medical, vision, and dental coverage for employees and generous coverage for spouses, partners and dependents, paid time off, and employer-matched retirement plan. This is a full-time (40 hours per week), non-exempt position.
Job Location: 155 NE 100th St, Suite 500, Seattle 98125
Send Resume and Cover Letter to: email@example.com
Closing Date: Open until filled
WithinReach is an equal opportunity employer focused on cultivating a diverse workforce that serves and reflects our community. All interested individuals are encouraged to apply.
Excellent benefits include fully paid medical, vision, and dental coverage for employees and generous coverage for spouses, partners and dependents, paid time off, and employer-matched retirement plan. This is a full-time (40 hours per week), non-exempt position.
Minimum Education Required