Office Assistant - Community Programs

Job Description

Reports To: Director or Designee
FLSA Status: Non-Exempt
Classification: Classified
Work Year: 12 months
Location: Remote work with required in-person meetings, training, and events; regular travel within Southern California is expected.

Position Summary

The Office Assistant – Community Programs provides general administrative and clerical support to the Operations and Community Programs teams. This position plays a key role in ensuring the smooth operation of office workflows by supporting scheduling, document organization, data entry, and internal communication. As an administrative role, the Office Assistant contributes to student support efforts through attention to detail, timely completion of clerical tasks, and collaboration with staff across departments.

Minimum Qualifications

• High school diploma or equivalent; college coursework in data management, accounting, or education preferred

• One year of clerical or administrative experience in an educational or customer service setting.
  State and federal background check (LiveScan) clearance per Education Code Section 44237.

• A recent TB test result obtained within the last 60 days per Education Code Section 49406, with subsequent tests every four years.

• Full-time access to a reliable transportation

• Cleared LiveScan background check and current TB test required upon employment

General Skills

• Strong attention to detail and accuracy

• Effective communication and interpersonal skills

• Flexibility and adaptability in a fast-paced environment

• Conflict resolution and collaborative team support

• Commitment to the school’s mission, vision, and integrity

Essential Duties and Responsibilities

• Assist Operations and Program Manager and Community Program Specialist with general clerical needs

• Maintain organized digital and paper filing systems

• Perform accurate data entry into internal tracking systems

• Support student enrollment and event preparation by assembling materials, presentations and managing lists

• Schedule appointments, meetings, and calls for department staff

• Draft, format, and proofread internal communications and outreach materials

• Respond to general inquiries from staff, students, and  community  partners with professionalism

• Track inventory of department materials and request office supplies as needed

• Prepare documents, reports, presentations and forms under staff direction

• Provide light technical support and assist with virtual meeting and presentation logistics

• Participate in trainings, meetings, presentations and team check-ins

• Support enrollment efforts by participating in community outreach events, tabling opportunities, and school fairs to promote the school and connect with prospective students and families
  Build and maintain relationships with local organizations, community centers, and service providers to support outreach and identify potential partnerships that help drive student enrollment

• Collaborate with the Community Programs team to prepare outreach materials, track outreach efforts, and follow up with interested families

• Assist with document translation or interpretation, if bilingual

Additional Responsibilities:

Respond to school-related emails, calls, and requests within one business day

Maintain confidentiality and handle sensitive information appropriately

Perform additional duties as assigned, including special projects and administrative support tasks

Knowledge and Abilities

The ideal candidate will be familiar with general office practices and procedures, possess proficiency in Microsoft Office (Word, Excel, Outlook), and be comfortable using basic cloud-based platforms such as Google Drive. They should demonstrate strong organizational skills, the ability to prioritize and complete tasks efficiently, and maintain a professional and customer service-oriented approach in all interactions. A basic understanding of educational or student service environments is preferred, along with the ability to handle sensitive information with discretion and maintain strict confidentiality.

Use of Computer Technology

To perform this job successfully, an individual must be proficient utilizing SEIS, Microsoft Office applications, and a variety of web-based applications; have the ability to utilize the Internet to conduct research and participate in virtual meetings; and respond to a high volume of emails in a timely manner. 

Physical Demands

The role requires meeting certain physical demands to perform job functions effectively. These include auditory and verbal communication, manual dexterity, computer and machinery operation, visual acuity for reading and student observation, flexibility for bending, kneeling, or crouching, as well as the ability to sit or stand for long durations. The position involves lifting up to 25 pounds independently and, with support, managing heavier loads. Additionally, driving to student meetings is necessary. Reasonable accommodations are available to support individuals with disabilities in fulfilling these requirements.

Work Environment

This position operates in a virtual home office environment requiring a flexible schedule and the ability to travel for student support, meetings, and school events. The role involves moderate noise levels, indoor and outdoor work in varying temperatures, and the necessity for personal transportation capable of 200-mile daily travel. Reasonable accommodations are provided for those with disabilities.

Hazards

The role involves potential physical hazards from intervening in altercations and dealing with dissatisfied individuals.