Program Associate, Early Care & Education

Program Associate, Early Care and Education

The Program Associate supports the implementation of the LIIF's Early Childhood Facilities Fund, a key initiative administered by LIIF to preserve, improve, and expand access to high-quality early learning environments in Sonoma County. This role provides administrative, grant management, data, and communications support. The role is ideal for a detail-oriented, organized, and collaborative professional with a deep commitment to improving outcomes for children and families.

Program and Administrative Support

• Provide day-to-day administrative and program support including scheduling meetings, preparing agendas, coordinating logistics, and documenting minutes.
• Support grant administration throughout the entire grant lifecycle: track grantee reports, follow up on outstanding documents, and maintain accurate digital files.
• Assist with internal presentations, performance reports, and other documents by compiling and formatting data.
• Draft and respond to inquiries and correspondence via email and phone.
• Create and maintain efficient internal filing systems and documented workflows.
• Set up and monitor consultant contracts; process invoices and track payment status in coordination with Finance.
• Assist with monthly credit card reconciliation: organize receipts, ensure accurate expense coding, and resolve discrepancies.
• Coordinate logistics for training events and webinars (virtual and in-person), including registration, translation/interpretation services, venue booking, and materials prep.

Data and Reporting

• Enter and maintain accurate program data in LIIF database systems (e.g. Submittable, Salesforce, Asana).
• Assist in compiling timely, accurate and complete monthly/quarterly impact, workplan, service objective, and other ad hoc reports.
• Conduct research and gather external data to support grant reporting and program development.
• Assist in the maintenance and update real-time tracking tools to monitor pipeline activity, award status, spending and budgets.

Training Coordination

• Coordinate logistics for professional development and training sessions.
• Assist in the development of promotional materials and provide technical support during webinars.
• Track participant data, feedback surveys, and follow-up action items post-event.
• Participate in regional and national convenings and contribute to knowledge-sharing.

Media and Communications

• Assist the ECE team in coordinating communications with external stakeholders, including First 5 Alameda County, Community Care Licensing, local Fire, Building, and Planning Departments, and affordable housing developers to support alignment on facility development strategies.
• Provide administrative and logistical support to the Communications team and funders on media, outreach, and promotional activities related to the program.
• Help maintain contact lists and communication databases using platforms such as Mailchimp or Salesforce.
• Support the development of newsletters, social media content, and outreach materials by gathering stories, photos, and updates from program activities and grantee feedback.
• Assist with follow-up tasks for campaigns and media requests as needed.

Other Duties as Assigned

• Support the overall mission and work of the ECE team and LIIF, including special projects and cross-departmental collaboration.

• High School Diploma required;
  Associate degree preferred in Early Childhood Education, Planning, Business or Public Administration, or related fields.
• 1–2 years of administrative, data entry, grant support, or clerical experience (nonprofit or education-related experience preferred).
• Strong organizational and time management skills with the ability to meet tight deadlines.
• Meticulous attention to detail.
• Strong verbal and written communication skills.
• Bilingual in Spanish, Cantonese, or Mandarin highly preferred.
• Ability to travel throughout California; flexibility to occasionally work evenings or weekends.
• Proficiency in cloud-based systems including Salesforce, Submittable, Asana, and Microsoft Office.

LIIF offers a hybrid work environment with flexibility to balance in-office and remote work. However, all employees are expected to work on-site at least two (2) days per week. The successful candidate may be expected to travel occasionally for meetings, trainings, conferences, or other Company sponsored events.

LIIF, an EOE (Equal Opportunity Employer), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin. Candidates of diverse backgrounds and with diverse experience are strongly encouraged to apply for this position.