About WestEd
As a community of over 1000 researchers, practitioners, consultants, and administrative professionals from all backgrounds and life experiences, we are committed to making a qualitative difference in the lives of youth, children, and adults. We conduct and apply research, develop evidence-based solutions, and provide consulting services across the country in both rural and urban communities to improve equitable outcomes for individuals from infancy through adulthood. Serving as trusted partners in the areas of education, health, and justice, our teams enhance capacity within communities and school districts to prioritize impact — asking the right questions, customizing methodologies, developing relevant tools, and implementing best practices specific to a diverse range of stakeholder needs.
Furthering diversity, equity, and inclusion is core to who we are and how we work. We are committed to working with our clients to illuminate and address disparities, value and elevate diverse voices, and ensure equitable access to our resources and services. Read more about WestEd’s Commitment to Diversity, Equity, and Inclusion. Come and join us!
SPECIAL NOTICE REGARDING THE WORK LOCATION OF THIS POSITION—Although WestEd provides the option of working at one of its facilities for employees, many roles allow employees to choose to work remotely for their own convenience. The decision to allow remote work at the employee's convenience is based on the requirements of the position or project in question.
Department Overview:
WestEd's Communications Department works with agency researchers, developers, and service providers to identify, develop, and disseminate useful research-based knowledge; produces collateral materials for the agency and its individual programs; continuously improves and populates WestEd's award-winning website; operates a full-service publishing house for in-house authors; represents WestEd and its work at conferences and in other venues — and conducts this work while integrating WestEd's approach to branding and agency visibility.
We work collaboratively with staff members from throughout the organization, as well as with external partners, to improve the reach and effectiveness of information exchange and to broaden and sustain WestEd's reputation for doing high-quality, meaningful, and effective work.
The Opportunity
The Administrative Assistant will provide general administrative and project management support to WestEd’s Communications Department.
Core Focus Areas
- Process travel, expenses, and reimbursements for Communication Department staff.
- Provide administrative support for a department of 20+ people.
- Provide administrative and customer service support, including fulfilling orders, for WestEd publication sales.
- Process and clean lead and contact list data.
- Assist with planning and logistics related to WestEd’s participation in state, regional, and national conferences.
- Provide basic project management oversight and support for department teams.
- Assist in documenting and organizing department processes.
- Process purchase orders, check requests, payments, and P-Card reconciliations.
- Provide website support including posting content, fixing errors, etc.
- Assist department staff on special projects.
- Oversight and maintenance of service and project request forms in TeamDynamix, the agency’s support request and ticketing system.
- Schedule and coordinate team meetings, ensuring that meeting needs are planned for and met (e.g., catering, room assignments, technology needs).
- Take clear and organized notes at team meetings and distribute to team members after meetings.
- Send out staff satisfaction surveys and manage responses using SurveyMonkey, the agency’s preferred survey platform
- Enter new projects in Teamwork, the department’s project management software.
- Coordinate and manage the hiring of contractors or temps.
- Triaging queries from WestEd.org contact form fills and inbound calls.
- Process video and audio for closed captioning and transcripts.
What we're looking for
- 2-3 years prior administrative experience. Experience supporting marketing/ communications teams a plus.
- Strong proficiency in MS Word, Excel, and PowerPoint.
- Strong and reliable data-entry skills.
- Experience organizing and managing file management in Box, a cloud-based file storage application.
- Experience using online tools including SmartSheets, Concur, and Salesforce, is desired.
- Detail oriented with strong organizational skills.
- Ability to juggle multiple projects and requests for support concurrently while ensuring that deadlines are tracked carefully and met.
- Ability to quickly adapt to new computer programs/software; experience with Zoom or other videoconference software preferred.
- Proactive and able to work independently.
- Ability to work collaboratively and participate fully as a member of a dynamic, diverse, and engaging team.
- Strong written and verbal skills to communicate with colleagues, customers, and vendors clearly, professionally, and succinctly.
- An abiding commitment to excellence and equity and having an impact on the lives of youth and families.
- Bachelor’s degree preferred.
- Note: Visa sponsorship is not available for this position. Successful candidates must be authorized to work in the United States.
SALARY AND BENEFITS:
The full salary range for this position, WestEd level D, is $63,200 to $94,800 but WestEd does not typically hire at or near the top of the salary range. The typical hiring range for this role is $63,200 to $79,000. The actual offer takes into account multiple factors including but not limited to education; experience; internal equity, and other organizational needs.
In addition to the base salary, benefits include:
- 15% contribution toward retirement effective day 1 of employment
- Pre-tax Flexible Spending Accounts
- All health/welfare benefits are effective first of the month following hire date
- PTO: 3 weeks vacation (increases to 4 weeks beginning the 4th year of employment), paid holidays, and 12 days paid sick leave per year
- Life Insurance: value of 3x gross salary
- Opportunities for annual merit-based performance increases + annual incentives
- Professional development opportunities & mentorship program
For more detail about our benefits, go to:
https://www.wested.org/work-at-wested/benefits/
Committed to the diversity of race, ethnicities, perspectives, and opportunities, WestEd offers a variety of social and professional learning communities, such as Employee Resource groups, the Data Intelligence, Insights, and Innovation PLC, and the WestEd Parent Community, just to name a few. We hope you’ll consider joining us to build better schools, communities, learning pathways, and more! #LI-Remote #LI-Hybrid
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
