Programs Assistant: Full Time

Job Summary

As a Programs Assistant you will be in charge of providing effective and efficient support to our programs team to ensure smooth program delivery.  This includes administrative, logistical, and information management assistance to the program leaders and other team members, as well as planning and coordination of team activities (meetings, workshops, travel budgets). The responsibilities of this job require someone with the skillset to be able to work in a fast-paced environment with the willingness to adapt as the needs vary since we are a community-based non-profit with a focus on providing support to the Southern Asian community in MN.

Primary Duties or Responsibilities:

Operational and Administrative Support

· Maintains confidential records for the program leaders

· Acts as the main contact person during the absence of team members, following-up on any emergencies with appropriate in-house staff, and sharing workload with Program Assistants from other teams

· Acknowledges receipt of correspondence and documentation in the absence of program leaders or program staff, and drafts preliminary versions of correspondence to be signed by the program leader or relevant program staff

· Assists other team members with preparing and formatting documents, including PowerPoint presentations

· Maintains and updates team’s databases and mailing lists using Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchange

· Maintains office intake, donations, supplies, PPE intakes, and logs inventory

· Contributes to electronic filing of team documents, timecards, and travel expenses

· Coordinates the translation, proofreading and editing of documents as required

· Enters pipeline information and Project Information Memorandum

· Organizes regular team meetings and conference calls/video conferences, often over different time zones, including the preparation and distribution of documents and providing the necessary technical devices and social media knowledge

· Takes minutes of regular team meetings and other meetings with the assistance of and coordination with the staff as required

· Assists the ED to maintain and update the program’s web site, and on a required basis, carries out specific web searches and downloads workshop documents/registration from host websites

· Provides assistance to team members while inputting and editing rolling project completion reports

· Assists in the coordination of the project process by tracking their completion, scheduling interviews as necessary, and e-filing final documents

· Liaises with staff as required, and aids ED when programming

· Assists in the orientation of new staff, interns, research fellows and consultants by providing them with the necessary documents and materials for orientation

· Works with other program staff to coordinate project work activities, meet deadlines, and provide support where needed

· Performs other related duties as assigned in accordance with instructions from ED and Program Managers

Workshops and Events

· Liaises with members of other host organizations to coordinate logistical arrangements for workshops that take cover policy monitoring

· Liaises with and assists project recipients and consultants as required to ensure smooth functioning of activities

· Coordinates and disseminates all internal and external material, including publicity and background documents for local events; coordinates appropriate mailings or distributions

· Prepares training kits or information packages and sends material to participants in a timely manner

· Coordinates registration process and acts as contact person for the participants

· Outreaches to Youth After School programs and  educates on Sewa-Aifw programs for systems change

· Provides education on victim services and violence prevention using gender equity lens

Supervision

· Direct supervision: the position does not require the direct supervision of any employee

· Indirect supervision: acts as a resource person for students, interns, consultants and casual help as required

Pay Range: determined upon skillsets and experience

Requirements:

· Must have permit to work in USA

· Must have valid Minnesota Driver’s License

· Min of Associate degree required (ideally in human or social services, but other focuses will be considered)

· Must have reliable transportation

· Must be able to work full-time

Ideal Candidate Qualifications and Skills

· Self-motivated

· Versatility and the ability to adapt to the needs of different programs

· People-oriented

· Demonstrates leadership, strong verbal and written communication skills, interpersonal skills, and teaching skills

· Ability to negotiate and collaborate with others, particularly with community partners, contractors, funding agencies, and volunteers

· Fluency in South Asian languages would be ideal as English is not the first language to many of our community members

· Work Remotely: No

· Familiarity with South Asian culture

To apply: please submit your resume to hannah@sewa-aifw.org