Administrative Assistant Caminos

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to a nonprofit organization dedicated to serving children and families. This position helps ensure the efficient coordination of daily administrative functions including new hire onboarding, financial documentation, travel arrangements, and program activities.

Working remotely, the Administrative Assistant supports staff, leadership, and the program team by maintaining accurate records, coordinating schedules and logistics, processing documentation, and facilitating communication. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities while supporting the organization's mission and commitment to children and families.

**While fully remote, must attend required program meetings and trainings.

Essential Duties and Responsibilities

Administrative and Operational Support

• Provide day-to-day administrative support to leadership, staff, and program team.
• Handle new hire onboarding process; interviews, tracking of progress for candidates per HR and Everstand regulations.
• Schedule quarterly meetings, reserve meeting rooms and prepare meeting materials.
• Maintain organized electronic files, records, correspondence, and administrative documentation.
• Prepare, edit, format, and distribute reports, spreadsheets, presentations, and other business documents.
• Monitor deadlines, follow up on outstanding requests, and support efficient communication across the team.
• Assist with administrative projects, internal processes, and organizational initiatives.

Travel Coordination

• Coordinate domestic travel arrangements for staff and program-related activities.
• Arrange flights, hotel accommodations, ground transportation, and other travel logistics.
• Prepare and communicate itineraries, confirmations, and relevant travel information.
• Track travel-related expenses and maintain supporting documentation.
• Assist with travel changes, cancellations, and expense reconciliation as needed.

Expense Tracking and Financial Administration

• Track, organize, and maintain expense records for staff travel, events, and organizational activities.
• Assist with expense documentation, reimbursement requests, and financial recordkeeping.
• Use the RAMP financial platform to support expense management, transaction tracking, and related administrative processes.
• Review expense submissions for completeness and appropriate supporting documentation.
• Maintain accurate electronic records and assist with financial reporting and reconciliation.
• Coordinate with finance personnel to resolve discrepancies and ensure timely processing in accordance with organizational policies.

Document Management and Technology

• Use Docusign to prepare, distribute, track, and manage electronic signatures and document workflows.
• Use RAMP, Evolv, and other organizational systems to support administrative, financial, and program operations.
• Policies, data security practices, and applicable privacy requirements.
• All other duties as assigned.

Education and/or Experience Qualifications

• High school diploma or equivalent required; bachelor’s degree in business administration or a related field preferred.
• Previous administrative or office support experience; nonprofit or human services experience preferred.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with expense management or financial platforms, RAMP preferred.
• Familiarity with database management systems, including Evolv, and electronic signature platforms such as Docusign, preferred.
• Experience coordinating travel, tracking expenses, organizing events, and supporting programs.

Pay Range

$16 - $25 hourly

Drug Free Workplace

Equal Opportunity Employer