Office Administrative Assistant
About The Position
Stop It Now! is seeking a part-time, grant-funded Office Administrative Assistant to provide administrative, operational, and logistical support for its programs and day-to-day operations. The position supports office administration, training and meeting coordination, communications, website and database maintenance, financial and grant administration, donor and constituent tracking, and the helpline, outreach, fundraising, public education, and organizational initiatives. This position is 20 hours per week, with an anticipated start date of December 15, 2026, and an anticipated duration of three years. Continued employment is contingent upon available funding. Stop It Now! was founded in 1992 to use public health approaches to prevent child sexual abuse and became an affiliate program of Klingberg Family Centers in 2015. Its work includes confidential, free helpline services; training and technical assistance; public education; and public policy and advocacy.
Requirements
- Associate's or Bachelor's degree in business administration, office administration, nonprofit management, communications, or a related field, or equivalent experience.
- Two or more years of administrative or office management experience.
- Experience supporting grant administration, financial tracking, and organizational reporting.
- Experience maintaining CRM, donor management, database, or project management systems.
- Excellent organizational and administrative skills with strong attention to detail and accuracy.
- Ability to manage multiple priorities, schedules, projects, and deadlines simultaneously.
- Strong written, verbal, and interpersonal communication skills.
- Experience coordinating meetings, trainings, webinars, or organizational events.
- Proficiency with Microsoft Office 365, including Word, Excel, Outlook, PowerPoint, and Teams.
- Experience maintaining databases, spreadsheets, electronic filing systems, and administrative records.
- Ability to maintain confidential information and exercise sound judgment.
- Ability to work independently while contributing effectively within a collaborative team environment.
- Commitment to the mission of preventing child sexual abuse and supporting evidence-informed prevention initiatives.
Nice To Haves
- Administrative or office management experience in a nonprofit, education, healthcare, or human services setting.
- Experience supporting communications, fundraising, public education, or outreach initiatives.
- Familiarity with website content management systems, online registration systems, survey platforms, and virtual meeting technology.
Responsibilities
- Coordinate daily office operations to support efficient program implementation.
- Manage office supplies, equipment, technology, vendors, and administrative systems.
- Coordinate logistics for meetings, trainings, webinars, and special events, including scheduling, registration, participant communications, meeting materials, and follow-up.
- Maintain organizational records, electronic filing systems, calendars, and administrative documentation.
- Assist with budget administration, purchasing, invoices, reimbursements, contracts, and financial recordkeeping.
- Support grant administration by maintaining documentation, tracking deliverables, organizing records, and assisting with reporting requirements.
- Coordinate surveys, data entry, and information management to support program evaluation and reporting.
- Prepare meeting minutes, correspondence, reports, spreadsheets, and other administrative documents.
- Provide administrative support for the helpline, website, outreach, training, communications, fundraising, and public education activities.
- Assist with routine website updates, content maintenance, quality assurance, and coordination with website vendors and consultants.
- Coordinate participant registration, communications, evaluations, continuing education documentation, and logistics for online and in-person trainings.
- Maintain databases and tracking systems related to grants, donors, communications, outreach, trainings, and organizational activities.
- Assist with donor acknowledgments, constituent communications, fundraising administration, and donor record maintenance.
- Support development and distribution of newsletters, marketing materials, email communications, social media content, and public education resources.
- Maintain inventories of outreach materials, publications, and promotional resources.
- Compile routine reports and tracking data related to budgets, grants, communications, marketing, training participation, and program activities.
- Provide administrative support for special projects and other organizational priorities as assigned.
Benefits
- Competitive wages
- Vacation and sick days
- Paid holidays
- Regular staff appreciation activities and events
- 401K retirement plan with up to 4% company match
- 10% tuition discount at educational institutions
- Training and professional development opportunities
- Referral bonus program
- Monthly mileage reimbursement, as applicable
- Eligible to apply for the Public Service Loan Forgiveness Program
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
