Contract Program Administrator - Studio Justice

ABOUT ELSO

ELSO (Experience Life Science Outdoors) was founded in 2015 by two Black women to provide culturally relevant education and leadership development opportunities that connect Youth of Color with life science and outdoor learning experiences. ELSO's mission is to teach science and nature-based education through a lens that centers the lived experiences, stories, and ways of knowing of Black and Brown communities.

ELSO works to reduce barriers in STEAMED (Science, Technology, Engineering, Arts, Math, Environment, and Design) education and careers while fostering belonging within natural and built environments. Through a multicultural and environmental justice-focused approach, ELSO is demonstrating a model for STEAMED education led by People of Color.

About Studio Justice

Studio Justice is ELSO's Youth Design Program serving youth ages 14-20. The program empowers young people to use design as a tool for racial, social, economic, and environmental justice. Participants explore careers within architecture, engineering, construction, design, and other green-sector professions while learning about health equity, public spaces, and community development.

To eliminate financial barriers, participants receive scholarship stipends rather than paying program fees.

POSITION OVERVIEW

The Program Administrator supports the Studio Justice Program through administrative coordination, financial tracking, communications, purchasing, event logistics, reporting, and participant support.

This role works closely with staff, students, families, volunteers, and community partners to ensure efficient program operations. The Program Administrator also assists with registration, onboarding activities, meeting coordination, expense management, recordkeeping, and general administrative functions.

ESSENTIAL DUTIES

Mission Hospitality (5%)

• Serve as a friendly, accessible, and responsive point of contact for the organization.
• Manage incoming phone and email inquiries.
• Communicate professionally about ELSO's programs and mission.
• Respond promptly to families, participants, donors, funders, and community partners.
• Provide program information and context to grant writers as requested.

Program Support & Logistics (50%)

• Maintain participant registration records and documentation systems.
• Assist with event logistics, vendor payments, contracts, and partner invoicing.
• Order and maintain program supplies, resources, and design kits.
• Coordinate meetings, catering, childcare accommodations, and other participant support needs.
• Attend Studio Justice programs and trainings.
• Assist with volunteer, guest instructor, sponsor, and community partner training activities.

General Operations (20%)

• Organize shared drive folders and maintain office systems and records.
• Manage the Studio Justice calendar, including key deadlines, events, conferences, and proposals.
• Track expenses, reconcile receipts, and submit weekly expense reports.
• Manage inventory and purchasing of program supplies.
• Support program logistics as needed.

Administrative Duties (25%)

• Maintain shared tools, equipment, and technology.
• Coordinate calendars and workgroups for long-term initiatives.
• Record and transcribe meeting minutes.
• Monitor assigned HR trainings and background checks.
• Ensure office and supply areas remain organized and stocked.
• Coordinate travel logistics through project management systems.
• Mail participant certificates and related program materials.

Teamwork & Collaboration

• Participate in professional development opportunities.
• Attend weekly Operations Team meetings.
• Collaborate with Operations staff to maintain effective administrative systems and procedures.
• Support filing, scanning, binding, copying, and general office administration.

REQUIRED QUALIFICATIONS

• Must be at least 21 years of age.
• High school diploma or GED with administrative experience (current college students with administrative experience are encouraged to apply).
• Strong organizational skills and attention to detail.
• Demonstrated fiscal responsibility.
• Ability to pass a background check required by the Oregon Department of Education for positions working with youth.
• Clean driving record for at least one year prior to application.
• Experience with Google Workspace applications.
• Proficiency in Microsoft Excel and/or Google Sheets.

PREFERRED QUALIFICATIONS

• Passion for supporting and mentoring Black and Brown youth.
• Bachelor's degree.
• Strong time management and deadline-management skills.
• Excellent verbal and written communication skills.
• Administrative, accounting, finance, or bookkeeping experience.
• Self-motivated and proactive work style.
• Strong interpersonal skills.
• Ability to manage multiple priorities.
• Experience monitoring budgets, expense reporting, or financial tracking.

BENEFITS

• Flexible schedule
• Phone and internet stipend
• Holiday schedule
• Mileage reimbursement

ELSO provides all required home office equipment, including a computer, keyboard, mouse, printer, office supplies, and software subscriptions.

EQUAL OPPORTUNITY EMPLOYER

ELSO is committed to building an organization that reflects the diversity of the communities it serves. ELSO does not discriminate on the basis of race, creed, class, gender, gender identity or expression, religion, sex, nationality, or ability.

Flexible work from home options available.