Program Assistant

About Us

For 35 years, A Window Between Worlds (AWBW) has supported individuals and communities impacted by violence and trauma by equipping service providers and community leaders with healing art practices. Through live and on\-demand trainings, AWBW provides a framework and ready\-to\-use art activities that facilitators can integrate into their work to support healing, resilience, and connection.

After completing the training, participants join a global Community of Practice of over 1,500 facilitators and gain access to an online library of 600\+ healing art workshops.

Join the Team

Do you believe in the positive impact art has on individuals and communities? Are you experienced in facilitating workshops or guiding groups yourself? Does the idea of being the “support system” for our network of active facilitators sound like a great fit? If so, you might be exactly who we’re looking for!

The Program Assistant is a core part of a vibrant community who bring healing art workshops to people across the country and abroad. Working in partnership with the Program Director and Program Manager, this role provides essential engagement and support for our network of Windows Facilitators. The goal of the Program Assistant is to serve at the helm of support, ensuring that our facilitators remain connected and equipped to thrive.

Desired Qualifications \& Skills

The ideal candidate will fully embody AWBW’s mission and approach their work through trauma\-informed and anti\-oppression lenses. Key qualifications include:

* Adaptability: A self\-starter who can manage a high volume of tasks effectively while remaining responsive to shifting needs.

* Communication \& Follow\-Through: Strong written and verbal skills, including a high comfort level with outreach, phone support, and membership fee collection.

* Collaboration: The ability to work independently while building positive, professional relationships to ensure team objectives are met.

* Experience: A working knowledge of healing arts or group facilitation, with a trauma\-informed ability to hold space and remain responsive to participant needs in adaptive in\-person and virtual environments.

* Growth Mindset: An openness to providing and receiving constructive feedback and a desire to build new skill sets.

Key Responsibilities

Facilitator Support

• Act as the primary point of contact for facilitators, providing comprehensive programmatic support, resolving curriculum access issues, and addressing resource inquiries.
• Foster a trauma\-informed environment by ensuring facilitators feel supported, valued, and heard.
• Cultivate strong relationships with facilitators through regular check\-ins and proactive follow\-up communications to maintain engagement.
• Gather feedback and insights from facilitators, sharing trends and recommendations with the Program Director to strengthen future programming through collaborative stewardship.
• Represent the program at events by presenting information or providing speaking support as needed.

Data Entry \& Record Keeping

• Maintain comprehensive records for partner agencies and facilitators, ensuring all contact information and organizational data are accurate and well\-organized.
• Oversee the program membership fees, including issuing invoices, tracking payments, and performing proactive follow\-up on outstanding balances.
• Systematize data collection by processing forms, partnership agreements, and annual evaluations to support program integrity.
• Manage post\-event data and surveys, synthesizing feedback into clear metrics to ensure accurate reporting for annual evaluations and stakeholders.

Communication \& Administration

• Draft and distribute formal communications to facilitators, including bi\-monthly newsletters and program announcements.
• Provide comprehensive administrative support to the Programs Department, preparing meeting agendas, taking notes, scheduling meetings, and performing other duties as needed.

Event Support

• Coordinate logistics for event planning including scheduling meetings, providing run of show support, taking part in presentation/speaking roles, and performing other duties as needed.
• Provide technical and presentation support during virtual events to ensure a seamless experience for participants.

Meetings \& Other Duties

• Maintain consistent communication with the Program Director and participate in weekly department and supervision meetings.
• Attend cross\-departmental meetings to ensure organizational alignment.
• Perform other duties as assigned by the Program Director to support department goals.

Tools \& Systems

The Program Assistant utilizes a variety of platforms to manage daily tasks. While the current core systems are listed below, the role may require learning and adopting additional software as the department’s needs evolve:

* AWBW Facilitator Dashboard: A secure web portal housing curriculum and resources.

* Google Workspace: For daily communication, document creation, and file organization.

* FileMaker: For maintaining and updating program databases and facilitator records.

* Mailchimp: For drafting and distributing newsletters and program announcements.

* SurveyMonkey: For collecting and analyzing program evaluations and annual surveys.

Pay: $20\.00 \- $22\.00 per hour

Expected hours: 40\.0 per week

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off

Work Location: Remote