Job Description
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
Position Overview
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.
Core Responsibilities
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.
Collaboration & Communication
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.
What This Role Is Not
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.
Physical & Work Environment Requirements
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.
Job Type: Full-time
Pay: $50,000.00 per year
Benefits:
Health insurance
Paid time off
Work Location: In person
