Office Assistant- Programs & HR

This is a temporary, seasonal position. Anticipated duration is March through early August 2026.

The Office Assistant
- Programs & HR provides administrative and operational support to ensure the successful planning and implementation of the summer programs. This role assists with program preparation, materials coordination, school partnerships, and data management while also supporting the HR team with seasonal hiring and onboarding processes.

This position plays an important behind-the-scenes role in keeping materials organized, staff prepared, and program logistics running smoothly across multiple sites.

March through early August

Monday-Friday, 8am-5pm

40 hours per week

• Unpack, inventory, and organize supply boxes from the previous summer program.
• Review prior-year supply lists and assist with compiling updated ordering lists.
• Order program materials and supplies through vendors such as Amazon and Fed Ex.
• Prepare and pack supply kits for teachers and program sites.
• Assist with preparing program materials and supplies for staff and programming.
• Create and maintain student rosters and attendance trackers.
• Maintain organized program folders and documentation.

• Communicate with school partners to confirm program needs and logistics.
• Send reminders and follow-ups to ensure required documentation is received (e.g., emergency plans).
• Coordinate site-specific materials and information for program implementation.
• Assist with coordinating teacher substitute coverage as needed.

• Work closely with IT and program leadership to manage program data in My Club Hub .
• Assist with maintaining accurate student rosters and attendance systems.
• Organize digital files and program documentation.

• Create onboarding packets for teachers and Youth Development Professionals (YDPs) with site-specific information.
• Coordinate logistics for staff onboarding and orientation, including reserving space and preparing materials.
• Assist with orientation setup and preparation.

• Support seasonal recruitment and onboarding efforts.
• Issue offer letters and assist with candidate communications.
• Process background checks and reference checks.
• Communicate orientation schedules and onboarding requirements to new hires.
• Track program spending and purchases through Yooz.
• Maintain records of hours related to Summer Program preparation and implementation for grant reimbursement.
• Assist with general administrative tasks to support program preparation.

• Provide support to program staff with materials and supply preparation.
• Be available to assist or fill in for site coordinators when needed.
• Support other operational needs to ensure successful program delivery.

• Strong organizational and administrative skills
• Ability to manage multiple projects and deadlines
• Strong attention to detail
• Comfortable working with spreadsheets, databases, and online systems
• Effective communication and follow-up skills
• Ability to work both independently and collaboratively
• Experience with program coordination, education programs, or HR support preferred
• Position may require standing/sitting for extended periods of time, reaching overhead, above the shoulders and horizontally, bending at the waist, and ability to lift, carry, pull or otherwise move objects up to 20lbs.