Program Coordinator, Executive Office

This position is eligible for a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely. Summary We are seeking a highly organized, detail-oriented administrative professional with exceptional judgment, discretion, and coordination skills to serve as our Program Coordinator, Executive Office. Under the general supervision of the Director, Executive Office Administration and Leadership Support, you will provide a variety of administrative coordination and support requiring thorough knowledge of the department, its procedures, and operational details; provide administrative support to departmental staff and CSBA officers; and compose and prepare correspondence using considerable judgment in content and style. In this role, you will work collaboratively with key partners to provide services related to department program coordination, planning and organizing leadership elections, appointments, and filling vacancies. You will assist with a wide variety of assignments related to administration of budgets, contracts, governance meetings, committee meetings, and department programs while supporting CSBA leadership and governance activities. You will promote and model CSBA’s mission and values while contributing to a professional, collaborative, and service-oriented team culture; and perform related work as required. Provides direct comprehensive organizational support and administrative assistance in the Executive Office to the officers, Board of Directors, and Delegate Assembly. Coordinates the nomination and election process for Association leadership. Coordinates activities for the Association’s officers and Board of Directors, including calendars, travel, logistics, and meeting materials; anticipates needs and determines required information and documentation. Coordinates administrative aspects of meetings and attends leadership meetings to assist with on-site logistics, including room reservations, food and beverage, A/V-IT, and setup. Coordinates onboarding and offboarding of new Delegates and Directors. Provides routine administrative support to the department, including duties of a complex, confidential, or sensitive nature; acts as liaison between management and staff or the public. Organizes, prepares, and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on specialized topics related to assigned programs. Checks and tabulates standard mathematical or statistical data; prepares, writes, and assembles reports, manuals, articles, announcements, and other informational materials. Prepares, writes, and processes reports, forms, and records. Serves as backup to the Executive Assistant to the Executive Director. Maintains working relationships with state-level agencies and organizations. Analyzes policies and procedures to improve program efficiency and effectiveness. Assists with administering programmatic and departmental budgets; monitors budgets, coordinates expenditure approvals, and coordinates with CSBA accounting staff. Provides administrative support to department activities, including writing, composing, typing, editing, and proofreading documents; assisting in developing agendas; attending meetings; taking, transcribing, and distributing minutes; following up on after-action items; and preparing programs, brochures, and PowerPoint presentations. Designs and implements filing and record-keeping systems; researches records to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains administrative, confidential, reference, and follow-up files and records. Operates standard office equipment, including computer hardware and software, facsimile equipment, photocopiers, and multi-line telephones. May be assigned administrative support duties across multiple departments or divisions. Reads and demonstrates understanding of and adherence to CSBA values, policies, and practices. Demonstrates respect, honesty, and professionalism at all times. Adheres to established work schedules and the organization’s timekeeping practices. May be asked to work occasional overtime, evenings, nights, weekends, and holidays as required. Limited vacation permitted during peak periods. Occasional overnight travel throughout the state of California. Performs other duties as assigned. Qualifications Education & Experience Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting, or a related field and three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other nonprofit settings. Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable. Knowledge of Organization and function of nonprofit organizations, boards, and commissions, and the mission and values of CSBA. Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned responsibilities. Modern office administrative and secretarial practices and procedures, including standard office equipment. Business letter writing, report formatting and preparation, data collection, information management, recordkeeping principles and procedures, and business mathematics and statistical techniques. Computer applications related to the work, including word processing, database entry and management, spreadsheet applications, and calendaring/scheduling programs. Learning management systems and customer relationship management systems. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing executive-level customer service to the public, vendors, contractors, members, Association staff, and leadership. Ability to Understand the organization and operation of the Association and outside agencies necessary to assume assigned responsibilities. Perform responsible application of specialized program-related knowledge with accuracy, speed, and minimal supervision. Interpret, apply, and explain administrative and departmental policies and procedures and provide customer service for program-related inquiries. Use tact and maintain confidentiality. Communicate effectively in person, over the telephone, and in writing. Compose correspondence and reports independently or from brief instructions. Conduct research, analyze and summarize findings, and make accurate mathematical, financial, and statistical computations. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Apply critical thinking skills and coordinate projects involving participation from multiple departments. Organize and prioritize multiple projects and tasks effectively, set priorities, and meet critical deadlines. Demonstrate professionalism, adaptability, and attention to detail in a fast-paced environment. Work effectively both independently and collaboratively within a team environment. Environmental Elements & Physical Demands Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee is personally responsible for following health and safety guidelines, instructions, and policies. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screens; and hearing and speech to communicate in person and over the telephone. Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of duties. Must be able to sit at a computer for extended periods and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator and operate standard office equipment. Must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds; hand truck available to assist. May be asked to work occasional overtime, evenings, nights, weekends, and holidays. Limited vacation permitted during peak periods. Occasional overnight travel throughout the state of California. Why Join CSBA? Be part of a mission-driven organization committed to integrity, collaboration, excellence, accountability, innovation, service, and respect. Play a key role in supporting executive leadership, governance operations, and Association programs. Contribute to a professional, collaborative, and service-focused team environment. Work closely with Association leadership, state-level agencies, and educational partners throughout California. Competitive salary and benefits package. At CSBA, we proudly offer competitive compensation and benefits, including medical, dental and vision coverage for employees and dependent children, insurances and California Public Employees Retirement System (CalPERS), and more. CSBA’s operation hours are 8:00 a.m.– 5:00 p.m. CSBA currently offers a hybrid work schedule for eligible positions. CSBA is headquartered in West Sacramento. #J-18808-Ljbffr California School Boards Association