Parent Training and Advocacy (PTA) Administrative Assistant

Job Duties

Role summary

The PTA Administrative Assistant provides administrative and program support to the Parent Training and Advocacy Department, helping ensure responsive services to families and smooth day-to-day operations. This role coordinates scheduling and logistics, supports communications and recordkeeping, and assists with preparation and follow-up for training, meetings, and outreach activities. The position requires excellent organization, attention to detail, discretion, and a strong customer-service approach when interacting with families and community partners.

Responsibilities and roles

- Coordinate participant feedback and data management

- Workshop and training logistics and materials

o Prepare workshops (agendas, registration/attendance materials, follow-up items) and coordinate details with internal partners.

o Coordinate with marketing department to complete required forms/processes and secure placement on the communications calendar/schedule.

o Support virtual events by facilitating Zoom logistics (set-up, host/co-host support, troubleshooting, recordings as directed).

o Format and finalize slide decks and participant-facing materials; help improve presentations to a polished, professional standard.

- Grant coordination support

o Maintain a grant tracker, including timelines, reporting requirements, due dates, forms, and documentation.

o Set up and refine tracking systems in collaboration with grant staff (e.g., learning processes from internal subject-matter experts).

o Support grant coordinators with assigned projects; monitor deadlines and follow up to ensure on-time deliverables.

- Community outreach and partner communication

o Manage and respond to requests from organizations using established forms and workflows.

o Coordinate workshop requests and related scheduling/follow-up.

o Communicate with school districts and community partners to support outreach, training, and advocacy initiatives.

o Assist with developing and maintaining an annual outreach plan for advocacy and workshops, including efforts to reach Greater Minnesota.

o Coordinate participation in community tables/events (planning, materials, staffing coordination as applicable).

- Reporting support

o Run routine and ad hoc reports as assigned; ensure accuracy and clear presentation of findings.

o Create and update forms to support program operations, intake, outreach, and data collection.

- Intake and client-facing support

o Support intake calls as assigned (training provided), document key information, and route requests appropriately.

- Special projects and general administrative support

o Coordinate meetings, including room reservations and preparation, agendas, minutes, record keeping, etc.

o Complete special projects and other duties as assigned.

Required skills/experience

- 3-5 years as an administrative assistant.

- Strong organizational skills with the ability to manage multiple projects, deadlines, and details.

- Experience coordinating events or training (virtual and/or in-person), including logistics and participant communications.

- Significant experience working with Microsoft 365 Office Suite?forms, spreadsheets, databases, reporting, and general data tasks (tracking, tabulating, and summarizing results); proficiency with common office tools and technology.

- Clear, professional written and verbal communication skills; able to communicate with school districts and community partners.

- Ability to create polished, accessible presentation materials and follow established branding/formatting guidance.

- Self-directed, reliable follow-through; able to handle sensitive information with discretion.

- Ability to provide own transportation and flexibility to travel throughout the state of Minnesota.

- Flexibility to work occasional evenings and weekends.

- Understanding of the special education field preferred.

Physical requirements

- Prolonged periods working on a computer

Additional information

- Parents of children with disabilities and individuals with disabilities are encouraged to apply.

- PACER is committed to building an inclusive workplace and encourages individuals from all backgrounds to apply.

- PACER staff work in a hybrid (remote and in-office) model.

- Salary will be based on experience and qualifications.

To apply, send a cover letter and resume via

- Email: View email address on jobs.institutedata.com, or

- Mail: Recruitment Director | PACER Center | 8161 Normandale Blvd | Minneapolis, MN 55437

Applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance.

PACER Center is an Affirmative Action and Equal Employment Opportunity Employer.

Posted May 2026

Minimum Education Required

high school diploma

Minimum Experience Required

3-5 years as an administrative assistant.

Shift

First (Day)

Number of Openings

1

Public Transportation Accessible

No

Veterans Encouraged to Apply

Yes

Physical Required

No

Drug Test Required

No

Compensation

$45,000.00 - $55,000.00 / Annually

Postal Code

55437

Place of Work

Hybrid

Requisition ID

05.26.2026 PTA Admin

Job Type

Full Time

Job Benefits

Health insurance, dental insurance, PTO, 401K, employer contribution to 401K

Application Link