Administrative Assistant

Administrative Assistant Department: Operations Reports To: National Program Director Location: Hybrid Initial in-office training period required before work-from-home begins Position Type: Part-Time 3 days per week / Up to 32 hours per week 8:00 AM - 4:00 PM with a 30-minute lunch Overtime paid at time and a half Compensation: $18.50/hour Benefits: Part-time position; not eligible for benefits $50 monthly internet stipend Equipment Provided: Company laptop and desktop computer About Collision Engineering Career Alliance Our Mission: We exist to close the national technician shortage by reimagining how collision repair is taught, experienced, and valued. We do this by connecting education, industry, and community to create lasting careers. Collision Engineering Career Alliance is a 501(c)(3) nonprofit on a mission to transform the collision repair industry from the ground up. We're tackling a growing national shortage of skilled technicians by building bold, sustainable pathways from classroom to career - uniting educators, employers, and communities around a shared vision for the future of the trade. Our two-year apprenticeship model blends hands-on, real-world experience with industry-guided instruction, giving students the skills and confidence to thrive from day one. Collision Engineering partners with colleges across the country - including College of Lake County, Contra Costa College, Parkland College, Metropolitan Community College, Sandhills Community College, North Dakota State College of Science, and El Camino College. Generous support from industry partners and donors fuels student recruitment, program growth, certification costs, and student success initiatives, helping graduates step directly into lifelong, rewarding careers in collision repair. Overall Description The Administrative Assistant provides day-to-day operational and administrative support that keeps Collision Engineering's team running smoothly. This part-time, hybrid role helps organize and process incoming invoices and billing documentation (without handling final financial decisions or payments), coordinates ordering of office and program resources, manages travel and logistics for staff, and supports calendar management and routine email coordination with industry partners, donors, and partner colleges. This role requires strong organization, discretion, and the ability to manage multiple priorities in support of Collision Engineering's mission. Primary Responsibilities (with Functional Breakdown): Billing & Invoice Support Receive, review, and organize incoming vendor and partner invoices, ensuring documentation is complete and accurately routed for approval and payment (this role supports invoice processing and does not handle final financial decisions, payments, or reconciliation). Track invoice status and follow up with vendors and internal staff on outstanding or missing documentation. Purchasing & Resource Coordination Coordinate the ordering of office supplies, program materials, and other operational resources for the national team. Research vendors and gather quotes to support cost-effective, timely purchasing decisions. Track inventory of office and program resources and flag items for reordering. Maintain organized records of purchase orders, receipts, and vendor communications. Travel & Logistics Coordination Book and coordinate travel arrangements (flights, hotels, rental cars) for staff attending meetings, conferences, and site visits. Prepare travel itineraries and ensure arrangements align with organizational travel policies and budgets. Coordinate logistics for internal meetings, trainings, and events, including scheduling, materials, and venue or catering arrangements as needed. Calendar Management Support Manage and maintain calendars for scheduling meetings, calls, and appointments involving industry partners, donors, and partner colleges. Monitor relevant email inboxes and respond to or route routine scheduling and coordination requests. Help coordinate scheduling details and logistical follow-up for outreach-related meetings. General Administrative Support Provide day-to-day administrative support to the national team, including document preparation, data entry, and file organization. Support special projects and other duties as assigned. Requirements High school diploma required. 2+ years of experience in an administrative support, or office coordination role. Proficiency with Microsoft Office and/or Google Workspace, with comfort learning new software and tools. Strong organizational skills with the ability to manage multiple priorities, vendors, and deadlines accurately. Excellent written and verbal communication skills, with a professional, service-oriented approach to working with partners and donors. Strong attention to detail and accuracy in data entry, invoice processing, and recordkeeping. Ability to maintain confidentiality and exercise sound judgment when handling sensitive organizational, donor, and partner information. Preferred Experience with invoice processing. Experience booking business travel and coordinating logistics for meetings or events. Experience working with a nonprofit, educational, or workforce-development organization. Associate's or bachelor's degree in administration or a related field. Experience with cloud-based collaboration and file-sharing tools (e.g., Google Drive, SharePoint, Dropbox). Experience providing calendar and inbox management support for executives or teams. In addition to these job functions, candidates will also need to display proficiency in the following Competencies: Communication Detail-Oriented Organization & Time Management Ethics and Values Problem Solving Working with a Team Adaptability & Flexibility Questions about the organization or this role can be directed to: Molly Mahoney National Marketing & Engagement Director ------------ #J-18808-Ljbffr Collision Engineering Career Alliance