Parent Training and Advocacy Administrative Assistant

PACER Center is a nonprofit organization dedicated to supporting families of children and young adults with disabilities through parent training and advocacy, assistive technology, and social inclusion programs. Established in 1977, PACER employs approximately 50 staff and helps thousands of families annually access services for their children by providing individualized support, training, and information services, as well as extensive online resources.

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.

Coordinate participant feedback and data management

• Prepare workshops (agendas, registration/attendance materials, follow-up items) and coordinate details with internal partners.
• Coordinate with marketing department to complete required forms/processes and secure placement on the communications calendar/schedule.
• Support virtual events by facilitating Zoom logistics (set-up, host/co-host support, troubleshooting, recordings as directed).
• Format and finalize slide decks and participant-facing materials; help improve presentations to a polished, professional standard.
• Maintain a grant tracker, including timelines, reporting requirements, due dates, forms, and documentation.
• Set up and refine tracking systems in collaboration with grant staff (e.g., learning processes from internal subject-matter experts).
• Support grant coordinators with assigned projects; monitor deadlines and follow up to ensure on-time deliverables.

Workshop and training logistics and materials

• Prepare workshops (agendas, registration/attendance materials, follow-up items) and coordinate details with internal partners.
• Coordinate with marketing department to complete required forms/processes and secure placement on the communications calendar/schedule.
• Support virtual events by facilitating Zoom logistics (set-up, host/co-host support, troubleshooting, recordings as directed).
• Format and finalize slide decks and participant-facing materials; help improve presentations to a polished, professional standard.
• Maintain a grant tracker, including timelines, reporting requirements, due dates, forms, and documentation.
• Set up and refine tracking systems in collaboration with grant staff (e.g., learning processes from internal subject-matter experts).
• Support grant coordinators with assigned projects; monitor deadlines and follow up to ensure on-time deliverables.

Community outreach and partner communication

• Manage and respond to requests from organizations using established forms and workflows.
• Coordinate workshop requests and related scheduling/follow-up.
• Communicate with school districts and community partners to support outreach, training, and advocacy initiatives.
• Assist with developing and maintaining an annual outreach plan for advocacy and workshops, including efforts to reach Greater Minnesota.
• Coordinate participation in community tables/events (planning, materials, staffing coordination as applicable).

Reporting support

• Run routine and ad hoc reports as assigned; ensure accuracy and clear presentation of findings.
• Create and update forms to support program operations, intake, outreach, and data collection.

Intake and client-facing support

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

Special projects and general administrative support

• Coordinate meetings, including room reservations and preparation, agendas, minutes, record keeping, etc.
• Complete special projects and other duties as assigned.

Required qualifications

• 3-5 years as an administrative assistant.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and details.
• Experience…