Administrative Assistant

Organization: Valley Onward Reports To: Executive Director and/or Assistant Director Location: Merced, CA \- Hybrid Employment Type: Part\-time, Grant\-Based ($18 \- $21/Hr) About Us Valley Onward is a community\-based nonprofit dedicated to empowering and uplifting our community through proactive engagement, education, and support. We focus on addressing the unique needs of diverse populations across health, education, workforce, environment, housing, and leadership. Job Summary Valley Onward is seeking a highly organized and detail\-oriented Program Assistant to support the day\-to\-day operations of the organization. This position plays a critical role in ensuring organizational efficiency by assisting with administrative functions, scheduling, communications, financial tracking, event coordination, recordkeeping, and general office operations. The Program Assistant will work closely with leadership, program staff, contractors, and community partners to support Valley Onward's mission of cultivating community residents to become leaders in their communities and create sustainable change across health, education, workforce, environment, housing, and leadership. Key Responsibilities: Administrative Support ● Provide general administrative support to organizational leadership and staff. ● Manage calendars, schedule meetings, and coordinate appointments. ● Prepare meeting agendas, take notes, and distribute follow\-up materials. ● Maintain electronic and physical filing systems. ● Draft, edit, and format letters, reports, forms, and other organizational documents. ● Assist with data entry and record maintenance across organizational systems. Office Operations ● Support day\-to\-day office operations and organizational logistics. ● Monitor office supply inventory and coordinate purchasing needs. ● Assist with maintaining organizational policies, procedures, and records. ● Support onboarding logistics for employees, contractors, interns, and volunteers. ● Help ensure compliance with organizational and grant requirements. Financial and Administrative Coordination ● Assist with invoice processing, reimbursement requests, and expense tracking. ● Maintain organized records of contracts, invoices, receipts, and financial documents. ● Coordinate with fiscal consultants and vendors as needed. ● Support budget tracking and grant documentation. ● Assist with preparation of reports and supporting documentation for funders and audits. Event and Meeting Coordination ● Assist with planning and coordinating meetings, trainings, workshops, and community events. ● Coordinate event logistics including venue reservations, supplies, registration, and communication. ● Support preparation of materials and presentations for events and meetings. ● Assist with post\-event documentation and reporting. Communications and Partner Support ● Respond to emails, phone calls, and general inquiries. ● Maintain professional communication with community partners, funders, vendors, and stakeholders. ● Assist with social media, newsletters, and outreach materials as needed. ● Support scheduling and coordination with external partners. Data and Reporting ● Maintain databases, spreadsheets, and tracking systems. ● Assist with data collection and reporting across organizational programs. ● Generate reports and summaries for leadership and funders. ● Support quality assurance and data accuracy efforts. Qualifications: ● Education and Experience: ○ High school diploma or equivalent required; Associate’s or Bachelor’s degree in a related field preferred. ○ One to three years of administrative, office management, customer service, bookkeeping, or related experience preferred. ● Skills and Competencies: ○ Strong organizational and time management skills. ○ Excellent written and verbal communication skills. ○ Ability to prioritize multiple projects and deadlines. ○ Strong attention to detail and accuracy. ○ Proficiency in Google Workspace. ○ Experience with databases, project management software, or CRM systems is a plus. ○ Ability to maintain confidentiality and professionalism. ○ Bilingual in English and Spanish. ○ Experience working with nonprofit organizations, community\-based organizations, or public programs. ○ Familiarity with Monday.com, QuickBooks, Canva, or similar software platforms. ● Personal Attributes: ○ Commitment to Valley Onward's mission and values. ○ Strong interpersonal skills and ability to work with diverse communities. ○ Self\-motivated and solution\-oriented. ○ Adaptable and willing to learn new systems and processes. ○ Positive attitude and strong customer service mindset. Working Conditions: ● Hybrid work environment. ● Occasional evening and weekend work may be required for meetings and events. ● Valid driver's license and reliable transportation preferred. ● Ability to travel throughout Merced and Stanislaus Counties as needed. Grant\-Based Employment: This position is grant funded and the position is contingent upon the availability of grant funds. If the grant funding is reduced or becomes unavailable, Valley Onward reserves the right to reduce work hours, reassign, or terminate employment. To Apply: Interested candidates should send a resume, Cover letter, and three references to admin@valleyonward.org with the subject line :“ProgramAssistant\_ValleyOnward\_YOURName”. Initial applicant review will begin on or around July 1st, 2026\. Posting will remain open until filled. Valley Onward is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. Pay: $18\.00 \- $21\.00 per hour Benefits: Flexible schedule Paid time off Work Location: Hybrid remote in Merced, CA 95348