Job Title: Administrative Assistant

Organization: Colorado Statewide Parent Coalition

About The Colorado Statewide Parent Coalition  

The Colorado Statewide Parent Coalition envisions a community where all children are equipped with the skills to learn, supported by a village, and encouraged to succeed. In order to achieve this vision, we build a movement by providing advocacy support and training for parents and childcare providers to be meaningfully engaged in the success of their children’s education, to close the opportunity gap, and ensure successful educational outcomes.

Overview: The Administrative Assistant will provide administrative support to the Colorado Statewide Parent Coalition (CSPC), a non-profit organization that provides advocacy, education, and support to parents and families throughout Colorado. The Administrative Assistant will play a critical role in helping to ensure that the CSPC operates smoothly and efficiently. This position reports to the Opperations Director.

This role demands a consistent fixed office schedule throughout the workweek and a heightened presence at the CSPC office to effectively support the organization’s expanding responsibilities.

Position Responsibilities   

 

Office Management:

• Understand and appreciate the mission, values and customer service commitment of the organization and maintain a high level of enthusiasm for who we are and what we do.
• Oversee general office operation.
• Manage phone inquiry process and phone system and ensure participants can connect with the staff and alternative resources on a timely basis.
• Manage office supplies and equipment, including ordering supplies, tracking inventory, coordinating maintenance, and troubleshooting technical issues.

 

Data Entry and Record Keeping:

• Assist with database management, including entering and maintaining data related to program participants, donors, and partners.
• Accurately enter and maintain records in our database systems.
• Generate reports and update spreadsheets as needed.

 

Communication and Coordination:

• Liaise with internal team members and external stakeholders as necessary.
• Ensure effective communication flow within the organization. Send and answer emails in a timely manner
• Assist with effective communication and evaluation for IT support between CSPC staff and our IT provider.
• Assist with event planning and coordination, including managing RSVPs, preparing event materials, and providing on-site support during events.

 

Administrative Tasks:

• Assist with procurement and inventory management. Manage the inventory of CSPC program material.
• Ensure proper management of sister carmen facilities and office supplies.
• Be available twice a week at the CSPC offices in Sister Carmen Community Center to support staff who need in-person additional support.
• Prepare and distribute materials for meetings.

 

Fundraising Efforts:

• Support the organization’s fundraising efforts by supporting event planning and Donor thank you and follow up
• Draft thank you letters and send on time with the proper information and additional Childcare Tax Credit documentation.

 

Financial:

• Complete and provide receipts for the financial report at the end of the month to the finance director.
• Processes background checks for new childcare providers.
• Support Insurance Requests and communications.
• Support external partners communications in regard to invoicing and admin support.
• Supporting employee engagement and retention programs such as anniversary recognition, birthday recognition, and other important employee milestones.

 

Other:

• Attending organization wide meetings and department meetings.
• Perform other administrative duties as assigned by the Director of operations or other staff members.

 

Qualifications:

Hard skills and qualifications required:

• At least 2 years of experience in an administrative support role.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office and Google Suite.
• Experience with database management.
• Bilingual English/Spanish
• Strong interpersonal and communication skills, written and verbal
• Highly motivated and independent, yet team-oriented Knowledgeable in Zoom and other video conferencing software
• Must be able to lift 20 lbs

Soft skills and qualifications required:

• Good analytical, negotiation, and problem-solving skills
• Strong time and task management skills
• Thrives in highly unstructured environments
• Commitment to the mission and values of the CSPC.
• Passionate about closing the opportunity gap
• Passionate about family engagement in k-12 education and early childhood education
• Genuine commitment and sensitivity to Latino parents
• Respect for economic and cultural diversity, experience working with diverse groups of people
• Must be able to work some weekends and evenings and have reliable transportation
• Ability to learn new skills in technology and processes  

CSPC does not discriminate in employment or in offering services and programs on the basis of an individual’s socioeconomic class; race; color; religion; creed; ancestry; national origin; age; height; weight; hairstyle; sex; gender identity and/or expression; sexual orientation; marital status; sensory, mental, or physical disability; the use of a trained guide dog or service animal by a person with a disability; medical condition (cancer- or genetic-related); AIDS or AIDS-related condition; family and medical care leave; pregnancy, disability leave; veteran status; the intersection of any of these; or on any other bases prohibited by law.

 

Values  

CSPC believes strongly in building a workplace that provides everyone the opportunity to reach their full potential and thrive as both workers and people.

To help achieve that goal, the CSPC seeks to build a culture where:

• our team members have a sense of belonging by feeling physically, emotionally and psychologically safe and respected;

• the inherent dignity of each person is upheld and celebrated; and

• our policies are rooted in justice by being restorative in nature and practice, and centered in community; and

• where everyone can practice bravery in the face of fear, experiment, take risks, and learn from mistakes

 

Belonging, dignity, justice, and bravery also means centering the voices and experiences of marginalized people and we encourage all qualified candidates to apply, including: women; Black, Indigenous, and people of color; immigrants and refugees; folks who are trans or nonbinary; people who are queer, lesbian, gay, or bisexual; Autistic and neurodivergent people; folks with visible or invisible disabilities; anyone from another historically marginalized group or anyone at the intersection of these groups.

 

Location 

This position is based in Colorado. Our office and storage facility are in Lafayette. The candidate must be able to work from the office at least three times a week, with occasional additional visits as needed. All employees must live in Colorado. All employees work remotely, and their home residence is considered their official place of employment.