Program Administrative Assistant Non-Exempt

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Program Administrative Assistant

Are you highly organized, systems-minded, and passionate about helping teams work more effectively? Door of Hope, a Christian nonprofit empowering families facing homelessness to transform their lives, is seeking a Program Administrative Assistant to support the data systems, reporting, and administrative processes that keep our programs running smoothly.

This role works closely with the Manager of Program Administration to ensure program documentation, databases, and compliance processes are accurate and organized—reducing administrative burden on program staff while supporting high-quality, trauma-informed service delivery.

• Monday through Friday, with some flexibility

• Prepare and assemble monthly invoices for government and reimbursable contracts
• Support monthly, quarterly, and annual grant reporting by pulling data, formatting reports, and preparing draft submissions for review
• Assist with monthly metric dashboards by collecting data from staff
• Pull program outcomes and financial data for grant proposals and funder reports
• Collect, organize, and maintain documentation for monitoring visits, audits, and compliance reviews

• Serve as the first point of contact for routine program data and documentation requests
• Provide administrative support for Door of Hope's program database (Apricot), including running pre-built reports, data entry cleanup, and minor form updates
• Conduct routine data audits to check for completeness and flag issues
• Maintain organized digital file structures, shared folders, and documentation templates
• Collaborate with accounting to ensure grant designations align with proper expense categories

• Assist with staff onboarding and training on data systems and documentation standards
• Help maintain the Program Operations Manual and develop SOPs
• Support quality assurance processes and documentation reviews

• Provide admin support for orientations, trainings, and program events
• Print checks and provide backup front office coverage as needed
• Track event RSVPs and support data collection for community gatherings
• Provide general program administration support as needed to support Door of Hope’s mission and programs

• 2 years of professional experience in a field with transferable skills, nonprofit administration, database management, grants management, or similar role, preferred
• Ability to thrive in a fast-paced environment requiring strong multitasking, organization, and time-management skills
• Commitment to accountability, data quality, and results-oriented work
• Highly organized, with the ability to implement systems and maintain follow-up processes
• Excellent interpersonal, written, and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), as well as database management skills

Expected compensation (depending on experience): $25.50 - $27.50/hour

Competitive benefits package including:

• Paid PTO
  : 12 sick days, 13 holidays, 10 vacation days (increases over tenure), 5 jury duty days, up to 5 bereavement days
• Health Insurance: we cover 100% of your premium on our Kaiser Gold HMO, Anthem Gold HMO Plans (PPO Plan is available as a buy-up option)
• We cover 50% of your dependents’ premium for our health insurance plan
• Employer contribution to employee’s dental and vision premiums
• Therapy Subsidy

Christ-centered, expressed through:

• Faith: We have an active and personal relationship with Jesus Christ.
• Calling: Out of a sense of calling, we go above and beyond to meet our mission.
• Character: We demonstrate the character of Christ toward colleagues and families.

Empowering, expressed through:

• Trust
  :
  We trust one another, believe in one another, and give each other the freedom to take risks. (Mistakes are learning opportunities.)
• Accountability
  :
  We nurture God-given strengths through coaching and accountability.

Holistic, expressed through:

• Whole Person
  :
  Our emotional, spiritual and personal well-being matter to one another.
• Whole Organization
  :
  We are on one team with one mission. (We don’t do silos.)

Relationship, expressed through:

• Family
  :
  We love, celebrate, and pray with one another.
• Reconciliation
  :
  We manage conflict, practice vulnerability, and pursue diversity with honesty and grace.