Open Position - Administrative Assistant

 
 

Job Description - Part Time Administrative Assistant

Status: Part-Time (20 hours/week)
Compensation: $15 - $20 /hour
Work Environment: Primarily in-person with some remote flexibility
Reports To: Executive Director

Position Summary

The Administrative Assistant provides comprehensive administrative, operational, and program support to the Executive Director and The Access Youth Center. This role exists to expand organizational capacity by managing day-to-day responsibilities, supporting youth programming, and helping maintain an organized, welcoming, and well-functioning student center.

The Administrative Assistant plays a key role in communications, logistics, and program support. When the Executive Director is absent, this position may provide on-site oversight of in-person programming to ensure safe and smooth daily operations. This responsibility is limited to program supervision and does not include backend administration or executive decision-making.

Key Responsibilities

Administrative Support

  • Provide direct day-to-day administrative support to the Executive Director as needed

  • Manage The Access calendars, event schedules, and primary email inbox

  • Maintain organized records, files, and documentation, including shared Google Drive systems

  • Keep up-to-date reports for all programming as requested by the Executive Director and/or Access Board

  • Support grant efforts by compiling reports, data, or testimonials as requested

  • Make copies, prepare documents, and send letters or mailings

  • Assist with data entry and general record keeping

  • Assist in implementation of organizational systems and internal process improvements

Social Media & Communications

  • Create engaging social media content for marketing and outreach

  • Schedule and publish multiple posts per week (minimum 1–2) across platforms including Instagram and Facebook

  • Assist with maintaining a consistent online presence and brand voice

  • Capture photos/videos of programs and events to build a marketing content catalog

  • Create marketing and informational materials as requested

Operations & Supplies

  • Order supplies and manage inventory of AfterSchool snacks, food, and program materials

  • Monitor inventory levels to ensure programming readiness

  • Shop for supplies as needed

  • Coordinate purchases to support daily operations

  • Keep kitchen and counter areas organized and stocked

Program Support & Youth Engagement

  • Assist with coordination and logistics of youth programs and events including, but not limited to:

    • AfterSchool Programming

    • Youth Worker Meet-Ups

    • First Friday Events

  • Support program volunteers during programming hours

  • Help create and maintain a welcoming, safe, and inclusive environment for youth

  • Build positive relationships with students who attend programming

  • Communicate with families, partners, and community members as requested

Program Oversight (When Executive Director Is Absent)

  • Provide on-site supervision of AfterSchool and other in-person programming

  • Ensure safety, structure, and adherence to youth center policies

  • Support students and volunteers during programming hours

  • Communicate any issues, incidents, or needs promptly to leadership

(This responsibility applies only to in-person programming and does not include backend administrative or executive functions.)

General Organizational Support

  • Participate in staff meetings, planning sessions, and organizational events

  • Assist with special projects as assigned

  • Provide flexible support across administrative and program needs

Qualifications

In accordance with our youth protection policies, applicants must be 22 years of age or older to work at or volunteer in the Youth Center.

Required Skills

  • General computer literacy (Google Workspace, email systems)

  • Social media content creation and scheduling ability

  • Organizational and time-management skills

  • Strong communication skills

  • Reliability and attention to detail

Education & Experience

  • No specific degree or certifications required

  • No minimum years of experience required

Preferred

  • Experience working with youth or students

  • Comfortable in a youth center environment

  • Ability to build positive relationships with young people

  • Familiarity with nonprofit or community-based organizations

Background Check Requirement

Due to regular interaction with youth, all candidates must successfully complete a background check prior to employment. Staff must adhere to all youth safety and protection policies.

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