Programs & Administrative Associate

Reports to
:
Director of Finance & Operations

Status
:
Full-time

Location
:
In-office at The Lucy Project (The Roads), with occasional offsite work in support of programs and events

Work Schedule
:
Monday–Friday, 9:00 a.m.–6:00 p.m., occasional night/weekend support for programs and events

Supports
:
Programs and administrative teams

Growth
:
Opportunity for growth within the organization.

Benefits
:
Medical and supplemental insurance provided;90% covered by TLP/10% covered by employee

The Programs & Administrative Associate provides essential administrative, coordination, and data support across The Lucy Project’s core programs and office operations. This role is designed for a highly organized professional with strong administrative support skills who excels at managing systems, logistics, and follow-through in a dynamic nonprofit environment.

This position is primarily office-based and administrative in nature. The Programs & Administrative Associate ensures that program data collection is accurate, usable, and completed in a timely fashion; coordinates Learning Specialists’ schedules and logistics; and supports day-to-day office and program operations so that instructional staff can focus on service delivery.

Program Data Collection & Organization

• Ensure student progress, attendance, and assessment data are collected accurately and on time across all programs.
• Maintain organized data systems, trackers, and shared files to ensure data is usable and accessible.
• Follow up with Learning Specialists and program staff to ensure required data is submitted by deadlines.
• Prepare clean, well-organized datasets and summaries for review by leadership.
• Support grant and internal reporting by compiling required quantitative program data.

Scheduling & Program Coordination

• Coordinate Learning Specialists’ schedules, site assignments, and coverage needs in collaboration with instructional leadership.
• Support scheduling logistics related to program delivery, training, and special events.
• Coordinate professional development training sessions in collaboration with the Instructional Specialist and Programs Coordinator
• Coordinate follow-up related to Learning Specialist time-off, absences, and coverage needs.
• Maintain up-to-date calendars, schedules, and rosters for program staff.

Office & Administrative Support

• Maintain office and program supplies inventory and replenish supplies in a timely manner to avoid gaps.
• Receive and distribute mail and packages.
• Print checks and support basic administrative finance tasks as directed.
• Answer the organization’s main phone line, check messages regularly, and respond or forward inquiries as appropriate.
• Interface with building management regarding office needs, maintenance issues, parking, and building access.
• Support onboarding and offboarding processes, including computer assignments, creating and terminating Google Workspace accounts, disseminating keys and branded materials such as shirts and nametags, and coordinating access to systems.
• Support general office organization and administrative needs as they arise.
• Communicate regularly with Programs, Operations, and Finance team members to ensure smooth coordination.
• Flag missing information, delays, or operational risks and escalate as needed.
• Maintain clear documentation of processes, schedules, and administrative systems.

Required Qualifications

• Proven experience in administrative support, office management, or program coordination roles.
• Strong organizational skills and attention to detail.
• Comfort working with data, spreadsheets, trackers, and shared systems.
• Ability to manage multiple priorities and follow up consistently on deadlines.
• Strong written and verbal communication skills.
• Ability to work full-time in an in-office setting.
• Bilingual in English and Spanish.

Preferred Qualifications

• Experience supporting onboarding/offboarding or basic IT account administration.
• Comfort coordinating schedules across multiple staff and sites.

• Does not supervise staff.
• Does not provide instructional coaching or fidelity support.
• Does not design curriculum or instructional systems.
• Does not set program strategy or policy.

• Primarily office-based work in a professional office environment.
• Ability to sit for extended periods and work at a computer.
• Ability to lift and carry office or program supplies up to approximately 25 pounds.
• Occasional local travel to program sites or events as needed.