Program Assistant III - Community Schools - Napa County Office Of Education : Job Details

About the EmployerThe Napa County Office of Education (NCOE) is a public agency that provides academic services and enrichment opportunities for students, teachers and the community, as well as critical business services for school districts. NCOE partners with the five public school districts in Napa County on a variety of programs and issues. NCOE also operates numerous federal and state grants including a robust AmeriCorps program and state-wide projects supporting Special Education students. NCOE's Early Childhood Services program is a leader in inclusive classroom structures. To learn more about working at NCOE, please visit: Requirements / QualificationsGENERAL INFORMATION: The Program Assistant supports the Program Manager in planning, organizing, and carrying out administrative and technical tasks to ensure the effective delivery of Community Schools Program initiatives across Napa County. This role focuses on supporting communications, managing essential documentation, and responding to community needs, contributing to project goals that serve students, families, and county-wide initiatives. QUALIFICATIONS: •Minimum 1 year experience in complex grant-funded projects or related program experience. •Preferred experience in administrative support, preferably within education, social services, or community programs, especially within education, social services, or community programs. •CDL and NCOE driving clearance required; bilingual in Spanish preferred. •Bilingual and Spanish preferred. PRIMARY RESPONSIBILITIES: Program Management •Responsible for providing administrative support, including supply orders, scheduling, meeting logistics, and preparing meeting agendas and meeting minutes. •Assist with social media, newsletters, and regular communication to raise awareness and understanding of Community Schools' Programs. •Support relationships with partner agencies, families, and community members; represent the program to the public, including advisory members and external partners. •Publicize professional development offerings and schedules, assist with technical assistance, and ensure a sufficient support process. Reporting •Support data collection and maintain detailed records to track progress on program coordination, grant activities, partner communications, and compliance with funding requirements, including spending and resource allocation. •Provide regular updates on project milestones, challenges, and partner engagements. Prepare summaries and reports for both internal and external communication as needed. Comments and Other InformationADDITIONAL RESPONSIBILITIES: •Assist in organizing professional development activities, webinars, and events with internal and external partners and partner agencies. •Help develop and update guidance documents, FAQs, and technical assistance memos for grantees. •Support with conducting background research on potential county partners, funding opportunities, and best practices for community school coordination. KNOWLEDGE, SKILLS, AND ABILITIES: •Familiarity with California's educational system, including county offices, grant management, and key programs (e.g., expanded learning, prevention, volunteer initiatives, and health and wellness). •Strong organizational and project management skills, with high attention to detail and the ability to prioritize multiple tasks effectively. •Excellent written and verbal communication skills for engaging diverse stakeholders, including program staff, consultants, funders, and community members. •Proficiency in Microsoft Word, Excel, PowerPoint, Google Workspace, and data entry, with skills in basic analysis and reporting •Adaptable and proactive problem-solver who can work independently, exercise judgment, and maintain professionalism and confidentiality across concurrent projects. •Strong collaboration skills to build positive relationships across teams and respond sensitively to community needs.