Program Administrative Assistant
- Posted
- 10 days ago
- Employment type
- Full-Time, Non-exempt
- Location
- Pasadena, CA
- Closing date
About this organization
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.
About this job
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.
+Hours
Monday through Friday, with some flexibility
1 day remote per week available
+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
403(b): 3% dollar-for-dollar match
Roles & responsibilities
+Reporting, Invoicing & Grant Support:
Prepare all copy for fundraising & marketing materials, and integrate copy into well-designed content, including but not limited to the following:
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
+Data Systems & Documentation Support:
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
+Events & General Program Support:
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
+Quality Assurance, Training & Systems Support:
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
Qualifications
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
Salary
$25.50 - $27.50/hour