Association of Two-Way & Dual Language Education (ATDLE) - Part-time Office Assistant

Salary Range: $20,000-$22,000 annual   (20 hours a week)

 Background

ATDLE is a non-profit educational entity that promotes and supports Two-Way Bilingual Immersion (TWBI) and Dual Language Immersion (DLI) programs throughout the United States. The work at ATDLE is led by an executive director and assistant director with a team of subcontractors and a very experienced board of directors. ATDLE seeks a bilingual / biliterate office assistant to support the operation of its field office in the San Jose, CA area. ATDLE works alongside an association management company in Soquel, CA, (BTF Enterprises) that provides fiscal and programmatic support and is the primary event management company for our national conference and smaller symposiums.  The office assistant plays a crucial role in maintaining the smooth operation of an office environment and supporting the overall efficiency and productivity of the organization.

Job Title: Office Assistant

Job Summary: The office assistant is responsible for overseeing the day-to-day operations of the office, ensuring efficient and organized functioning, and providing support to staff members for 20 hours a week.

Duties and Responsibilities:

Primary Office Responsibility:

Implement and maintain office policies and procedures for smooth operation.

Organize and manage office supplies, equipment, and facilities.

Communication and Correspondence:

Facilitate internal and external communication, ensuring timely and accurate dissemination of information.

Draft, proofread, and edit various documents, emails, and reports.

Staff Support & Collaboration:

Assist the directors with contracts, travel plans and reimbursements for all trips and work events.

Assist in the set-up of program materials for presentations, symposiums and the annual conference.

Budget and Expense Management:

Works with the directors to prepare and manage the office budget, including expenses related to supplies, equipment, and facilities.

Monitors and oversee contracts, invoices, reimbursements, mileage reports and other expense reports.

 Facilities and Operations:

Coordinate maintenance and repairs for office equipment, facilities, and infrastructure.

Oversee the organization and cleanliness of the office space.

Vendor and Supplier Relations:

Establish and maintain relationships with vendors, suppliers, and service providers.

Negotiate contracts, pricing, and terms with vendors.

Event Planning and Coordination:

Coordinate and prepare for quarterly board meetings, meetings with districts/schools, conferences, and workshops with and for the directors.

Arrange for necessary logistics, catering, and accommodations.

(Extra paid hours – annual TWBI Conference- June of each year) prepare the conference materials as needed for the annual TWBI conference each June)

Records Management:

Maintain and update records, databases, and filing systems.

Ensure compliance with record retention policies and data protection regulations.

Health and Safety:

Ensure compliance with health and safety regulations and implement necessary precautions.

Develop and oversee emergency procedures and evacuation plans.

 Technology and IT Support:

Collaborate with the directors to ensure proper functioning of office technology, software, and systems.

Coordinate with directors and BTF on the updating of information on the website and social media

Qualifications and Skills:

·      Bilingual /biliterate skills required (Spanish)

·      Bachelor's degree in business administration, management, or a related field (preferred).

·      Proven experience in office management or administrative roles.

·      Strong organizational and multitasking skills.

·      Excellent communication and interpersonal abilities and is able to collaborate effectively with staff and subcontractors.

·      Proficiency in office software (e.g., Microsoft Office Suite).

·      Problem-solving and decision-making capabilities – self-starter

·      Attention to detail and accuracy.

·      Ability to adapt to changing priorities and work well under pressure.

Submit Resume and Schedule an Appointment for an Interview with:

Executive Director:  Kevin J. Chavez   ------------  (408) 216-0088 Office