Program/Personal Assistant for BIPOC Founder/CEO

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Title: Program Assistant

Location: Washington State - Nonprofit Wellness Center

Job Summary: The Program Assistant at our nonprofit wellness center plays a vital role in supporting the implementation and coordination of programs designed to serve BIPOC (Black, Indigenous, and People of Color) young adults in Washington State. This position involves providing administrative assistance, engaging with program participants, and collaborating with the program team to ensure the smooth delivery of services.

Position Description:
C.A.R.E. Wellness Center is a 501(c)3 nonprofit charity with a mission of providing a safe farm stay, holistic retreat, and wellness programs for BIPOC community and allies for equality. Its programs are focused on persons of color and works with vulnerable populations such as BIPOC with justice-involvement, foster youth, and those suffering mental health challenges. The person in this role must be sensitive to these populations and center their duties on wellness.

The Program Assistant works closely with the CEO/Program Director to polish wellness programs, create an inviting and warm experience for visitors and program participants, and build bridges with community partners and organizations. The Program Assistant is responsible for general administrative and clerical support (remotely and in-person), maintaining order and efficiency in the office, on the website, for the programs, events, and operations, working directly with the public, staff, participants, and partners.

The Program Assistant supports the work and complex mission of C.A.R.E. and its Board of Directors; providing a welcoming experience to customers and partners online; processing online orders; scheduling travel packages and consultations; outreaching to potential customers; and office administration. This a volunteer experience that will soon become a paid position upon funding ($20/hr).

The CEO/Program Director is a minority, pansexual woman who is also a person with disabilities managing nonprofit work, contracts, and an agency. The Program Assistant will work very closely with the CEO/Program Director to organize files, manage calendars, attend some meetings/events, produce documents, forms, and applications to raise and manage funds, ready the launch of our wellness programs, and collect and analyze program data. If you enjoy fast-paced, multitasking, can transition quickly between projects, and remain focused on project goals and objectives, this may be a great opportunity for you to balance community work with wellness, leadership with servitude. This can transition into a paid position, once grants are received. Essential Functions: - Types 35+ WPM - Excellent oral, text and written skills - Preparing documentation for grants - Organizing online files, resources, and online accounts - Managing the Program Director’s calendar - Processing payments, order fulfillment, inventory, supporting vendors and suppliers - Attending Board of Director and MDT meetings and taking meeting minutes - Responding to emails, answering calls, some cold-calling and outreach - Maintaining office calendars and sending out reminders of impending appointments - Typing letters and reports - Compiling and sending bulk mailings, orders, and promotions - Proofreading and making copies of documents - Assisting in the planning and overseeing significant events - Assisting in managing the budget for special and routine events - Making reservations for various off-site business meetings and classes - Acting as a liaison between Program Director, the Board of Directors, the Multi-Disciplinary Team (MDT), program participants, partners, donors and customers - Relaying internal emails to MDT - Reserving equipment and conference rooms for presentations and office meetings - Manage customer surveys
- Personal assistance to CEO/Program Director Programs To Use:
- Trello
- Slack - Google Suite
- Microsoft Suite - Canva - Office Machinery
- Patreon - Archer/Evolution Travel - Square Space: www.carewellnesscenter.org

Responsibilities:

1. Program Coordination:

   • Assist in the planning, coordination, and execution of wellness programs and activities for BIPOC young adults.
   • Support program leaders in implementing strategies to meet the unique needs of the target demographic.

2. Participant Engagement:

   • Interact with program participants, ensuring a welcoming and inclusive environment.
   • Assist in maintaining positive relationships with beneficiaries, addressing inquiries, and providing support.

3. Administrative Support:

   • Provide administrative assistance, including data entry, record-keeping, and file management.
   • Assist in scheduling and coordinating program-related meetings, workshops, and events.

4. Communication:

   • Assist in the creation of program-related communications, including newsletters, social media updates, and promotional materials.
   • Respond to inquiries from participants, partners, and the community.

5. Outreach and Recruitment:

   • Support outreach efforts to recruit BIPOC young adults for program participation.
   • Collaborate with the marketing team to develop materials that resonate with the target audience.

6. Collaboration with Stakeholders:

   • Work closely with internal teams, volunteers, and external partners to ensure effective program delivery.
   • Assist in fostering partnerships that enhance the center's ability to serve the community.

7. Event Support:

   • Assist in the planning and execution of events related to wellness programs.
   • Coordinate logistics, set up, and provide on-site support during events.

8. Evaluation and Reporting:

   • Participate in the collection and analysis of data to evaluate program effectiveness.
   • Assist in preparing reports and presentations for internal and external stakeholders.

9. Cultural Competency:

   • Demonstrate cultural competency in all interactions, respecting the diverse backgrounds and experiences of program participants.
   • Contribute to creating a safe and inclusive space for all.

10. Professional Development:

    • Participate in training and professional development opportunities to enhance program knowledge and skills.
    • Stay informed about trends and best practices in wellness programs for young adults.

WORK CONDITIONS & PHYSICAL REQUIREMENTS: The Program Assistant works flexible shifts remotely with some scheduled time in a home-based office setting with minimal bending, stooping, sitting, and kneeling. May require long periods of standing. Exposure to animals, plants, perfume/incense, and nuts. May require infrequent lifting up to 50 lbs. May require some local travel. ADDITIONAL: CARE PROGRAMS: Special Projects - Processing participant applications and graduation packages - Collecting and filing participant paperwork and program work - Maintaining calendar and scheduling meetings - Managing program surveys for participants and MDT professionals
- Managing travel packages and bookings for Winter Wellness Programs
- Managing online accounts, website updates, and social media
- preferred INTJ personalities with background in holistic care FUNDRAISERS: - Process registrations and payments
- Tabling at marketing and networking events - Making reservations for event locations - Maintaining calendar - Manage event surveys

Qualifications:

• Bachelor's degree in a relevant field (e.g., social work, public health, or a related discipline).
• Previous experience in program coordination, preferably in a nonprofit or community-based setting.
• Strong organizational and administrative skills with attention to detail.
• Excellent interpersonal and communication skills.
• Ability to work collaboratively in a diverse and inclusive environment.
• Passion for promoting wellness and addressing the unique needs of BIPOC young adults.

Note: This job description is a template and may need to be customized based on the specific needs and focus of the nonprofit wellness center in Washington State.