Program Assistant I, Youth and Wellbeing - Petaluma Office

Program Assistant I, Youth and Wellbeing - Petaluma Office Print The Napa County Office of Education (NCOE) is a public agency that provides academic services and enrichment opportunities for students, teachers and the community, as well as critical business services for school districts. NCOE partners with the five public school districts in Napa County on a variety of programs and issues. NCOE also operates numerous federal and state grants including a robust AmeriCorps program and state-wide projects supporting Special Education students. NCOE's Early Childhood Services program is a leader in inclusive classroom structures. To learn more about working at NCOE, please visit: https://napacoe.org/careers/ View Job Description Requirements / Qualifications

GENERAL INFORMATION

The Program Assistant provides administrative, programmatic, technical, and communications support to ensure effective planning, coordination, and delivery of program activities. This role is essential to the successful implementation of grant-funded projects by supporting operations, maintaining accurate systems, and fostering positive working relationships with staff, partners, and stakeholders. The Program Assistant works directly under the supervision of the Program Director.

Qualifications:

Required

• Minimum of one (1) year of experience in an administrative capacity or related program experience.
• Ability to independently plan, organize, and coordinate multiple projects with concurrent deadlines.
• Strong attention to detail, accuracy, and organizational skills. Preferred
• Experience supporting community and student programs, particularly in National Service, afterschool, prevention, volunteerism, or health and wellness.
• Experience developing and posting social media content.
• Familiarity with the goals, policies, and standards of grant-funded programs.

Primary responsibilities:

Program Support

• Support program events, trainings, and meetings by assisting with logistics, scheduling, and documentation.
• Contribute to a collaborative team culture that reflects program values and organizational priorities.
• Assist with recruitment processes, including posting opportunities, maintaining applicant records, scheduling interviews, and supporting onboarding of selected candidates.
• Draft and distribute outreach materials (e.g., flyers, newsletters, social media posts) to support recruitment and program visibility. Administrative Support
• Manage scheduling, meeting logistics, and calendar coordination for program activities.
• Provide clerical and administrative support, including preparation of forms, correspondence, and program materials.
• Maintain accurate program files, records, and documentation.
• Support procurement processes, including supplies, equipment, and services. Reporting & Technical Assistance
• Support data collection, reporting processes, and follow-up with programs for information.
• Track and report findings during system development and improvement processes.
• Prepare clear instructional materials to support staff in using new systems.
• Set up and monitor timekeeping and record-keeping systems.
• Conduct regular communications with applicants, members, and on-site supervisors.

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