Administrative Associate

Responsibilities:-Program Systems & Records Management 50%Manage the full lifecycle of student enrollment and records, including setup, maintenance, withdrawals, and reporting across J3’s platformsOwn data integrity for student and school site records, ensuring accurate tracking and regular updates in alignment with program cyclesGenerate and distribute weekly reports, attendance summaries, and partner updates to support school site engagementCoordinate creation and distribution of program documents (e.g., lesson maps, flyers, trackers) in collaboration with program leadershipProactively identify areas for streamlining systems and supporting documentation throughout the school yearAdvancement Operations & Donor Systems- 30%Maintain the donor database and support reporting, segmentation, and donor acknowledgment processesManage contact synchronization across the donor database and email platform, ensuring consistent lists and clean dataCoordinate logistics for fundraising campaigns and communications, including mail merges, print orders, and digital campaign setupCurate impact content by organizing stories, student authorizations, and images into shared team repositoriesTrack and compile marketing engagement data from email, social media, and web platforms to support strategyOperations & Administrative Coordination- 20%Oversee digital documentation and internal systems (e.g., Asana, Constant Contact, Google Drive), ensuring information is organized, accurate, and accessible.Manage onboarding and compliance-related processes in coordination with HR and Operations, ensuring timely and complete documentationMaintain centralized contact lists, calendars, inboxes, and shared communications to support alignment across departmentsCoordinate logistics and materials for organization-wide meetings, trainings, and board eventsSupport internal workflows by identifying and addressing gaps in processes, flagging priorities, and recommending improvementsQualifications:-Bachelor’s degree2-4 years of experience in a non-profit administrative, operations, or program support roleStrong organizational and time-management skills with high attention to detailExcellent written and verbal communication skillsDemonstrated proficiency and confidence using Excel and Google Sheets for data management, analysis, and reportingStrong proficiency using productivity tools, including Google Workspace (Docs, Sheets, Slides, Calendar, etc), and comfort navigating donor databases and project management toolsExperience drafting professional emails, meeting notes, and basic reportsFamiliarity with office equipment (e.g., printers, projectors, video conferencing tools)Ability to handle confidential information with discretion.