Program Assistant

Reporting to: Deputy Director of Programs

Status: Full-time / 40 hours per week

Location: Hybrid: Virtual and In-Person

Salary Range: $50,000-$55,000/yr (non-exempt)

About PASE

The Partnership for After School Education (PASE) is a child-focused organization that promotes and supports quality afterschool programs, particularly those serving young people from underserved communities. We do so by working with the adults in children’s lives, ensuring they are prepared, trained, and capable of providing high-quality services.

For 30 years, PASE has helped the dedicated individuals who work in afterschool programs gain and develop the skills they need to provide high-quality, content-rich programmatic experiences to youth in out-of-school time, building a stronger and more resilient afterschool field. As a network leader, PASE collaborates with hundreds of community-based organizations, corporate partners, and higher education, governmental, and philanthropic institutions. Through these partnerships, PASE is able to provide the more than 1,600 community-based organizations in our network with the support they need to provide the 500,000 young people in New York City’s afterschool programs with the opportunities they deserve.

Afterschool transforms young people’s lives. PASE transforms afterschool. Consider joining a team committed to building a brighter future for the young people of New York City.

Position Overview

The Program Assistant is a key administrative point person for the program team. Under the supervision of the Deputy Director of Programs, the Program Assistant provides coordination and logistical support for programming and events and manages all administrative tasks for the program team.

What You’ll Do...

Key Responsibilities

Program and Event Support (40% of time):

• Coordinate logistics for program events, trainings, and workshops to ensure well-organized and professional experiences for participants.
• Provide on-site or virtual support during events (e.g. annual gala, conferences, trainings, workshops), including participant check-in and troubleshooting logistics, to ensure programs and events run efficiently and seamlessly.
• Manage event registration, materials preparation, and participant communications to ensure smooth event planning and implementation.
• Assist with post-event documentation and communications to support program evaluation and follow-up engagement.

Reporting, Document Management, and Organization (25% of time):

• Maintain organized program files and documentation systems so staff can easily access materials, and ensure program records remainaccurate and up to date.
• Track program participation, attendance, and engagement in Salesforce to ensure reliable data for reporting and program evaluation.
• Compile program metrics and assist with preparing monthly and quarterly reports so leadership has accurate data to inform decision-making and external reporting.
• Maintain current contact lists and participant records to support effective communication and program outreach.

Outreach and Website Support (25% of time):

• Draft and distribute weekly electronic communications promoting upcoming programs and resources to ensure the PASE network is informed about opportunities across the afterschool field.
• Update program pages and event listings on the website to ensure information remains accurate, current, and accessible to external audiences.
• Coordinate with program and the Communications Manager to align messaging and ensure program communications are consistent and timely.

General Administrative Support (10% of time):

• Prepare meeting agendas, document key discussions, and track action items to support accountability and timely follow-through across the departments
• Provide day-to-day administrative and operational support to the PASE team so programs, major events, and initiatives run smoothly.
• Attend and report back on community and network meetings as required.

What You’ll Gain...

At PASE, we recognize the importance of focusing on each person as an individual and supporting with personal and professional development. We work towards supporting our professionals by experiencing their roles as positions that are meaningful and value adds to their career path. We support everyone with growing in their career by doing the following:

• Growth and investment in your professional development
• Providing ongoing feedback about performance and identifying ways to best support you
• Opportunities to continue growing on career path
• Mentorship and networking opportunities

Qualifications

• Recent graduates encouraged to apply, 1-2 summers of relevant work experience in nonprofits or community-based organizations.
• Strong organizational skills with meticulous attention to detail.
• Excellent communication skills, both written and verbal.
• Strong problem-solving skills to address challenges that may arise during event coordination, attendee management, and data analysis.
• Proactive attitude with a willingness to take on new tasks and challenges.
• Ability to balance multiple projects simultaneously and manage time effectively.
• Collaborative team player.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or equivalent software, and familiarity with or willingness to learn MailChimp, Canva, JotForm, Eventbrite, content management systems, and Salesforce.

What We Offer

• Employer paid medical insurance plan
• Dental, vision, and life/disability insurance offered
• 403(b) retirement plan with employer match
• Generous paid time off policy including 15 vacation days that increase after 5+ years of service, sick days, personal days, and wellness days.
• Paid time off between Christmas and New Year’s Day
• $500 annually towards Professional Development