Office/Program Administrator

July 2023: We are hiring for this position!

The Literacy Council of Frederick County is seeking a candidate who is interested in joining a growing team of nonprofit professional staff and volunteers who are dedicated to supporting adult basic education and literacy programs for a diverse community of adult learners and their families in Frederick County. The ideal candidate will be proficient in English and Spanish.

Position Type: Full-time, 40 hours/week, $18/hour

Benefits: Employer-provided health insurance with employer covering 50% of monthly premium, Simple IRA retirement plan with 3% employer match, paid time off and sick leave, federal holidays, flexible work schedule.

Roles and Responsibilities: The Office/Program Administrator provides day-to-day support for the Literacy Council’s English as a Second Language (ESL) and Basic Literacy programs, including: tutoring, community classes, parent literacy and workplace literacy programs.  The Office/Program Administrator will be under the supervision of the Executive Director and will work in close coordination with the Program Manager, Program and Workplace Coordinators, and Development Coordinator.  This position will have the benefit of interacting directly with prospective and current adult learners from many diverse backgrounds, as well as an amazing team of dedicated volunteer tutors, class instructors, and staff. The position will be located at the Literacy Council’s office located at 110 E. Patrick Street, Frederick, Maryland.

Key Responsibilities:

Ensure that the office is accessible during regular work hours; greet and assist clients, volunteers and other visitors; answer telephone calls; respond to ongoing inquiries, email, and phone messages

  • Participate as an integral member of the Literacy Council’s Program Team for community classes to analyze data, create and coordinate class schedules, support student registration and prepare for ongoing adjustments
  • Participate in regular planning meetings with the coordinators for the tutoring program to support the tutor and student matching process and analyze program data
  • Support new student intake and assessment process
  • Conduct data entry for new student and volunteer applications; and program registration processes
  • Respond to and prepare material requests for tutors, class instructors, and students, coordinate pickup/drop off of teaching and learning materials
  • Manage lending library of teaching and learning materials, including new inventory, new patrons, annual inventory, track circulation
  • Order and maintain office supplies, classroom and tutoring teaching and learning materials
  • Prepare and assemble handouts and curriculum materials
  • Maintain office electronic calendar for classroom, tutor room reservations and community classes, class and training schedules, office signage, and website updates
  • Develop flyers for classes, trainings, events, distribute promotional materials to library and other agencies on a regular basis
  • Contribute content for monthly updates for tutors, volunteers and students, including information and referral resources for students and tutors, social media, publicity, press releases, and online newsletters
  • Coordinate Literacy Council participation in community outreach events
  • Support Literacy Council events, including Celebration of Achievements, Scrabble fundraiser, and other special events
  • Coordinate and support office volunteers who provide day-to-day administrative support and office coverage, train office volunteers, distribute workload and day to day volunteer tasks among office volunteers
  • Prepare and maintain bookkeeping documentation (purchase orders, invoices) for expenditures, and funds received.
  • Open and distribute mail, manage mailings
  • Coordinate and perform general office maintenance, work order requests, copier usage report

Qualifications and Education Requirements:

  • Education or related field preferred, or equivalent experience.
  • Experience working with nonprofit organizations, English language learners, and volunteers preferred.
  • Excellent communications skills required, including oral and written English communications skills, including the ability to listen, write and speak clearly. Ability to work positively and effectively with students from diverse language, cultural, and educational backgrounds.  Spanish language proficiency preferred.
  • Strong organizational skills – ability to self-manage, work independently and as a member of a team of highly-motivated co-workers; ability to manage multiple projects and to meet strict deadlines.
  • High energy, “can do” attitude, flexibility, teamwork and attention to detail, ability to prioritize tasks.
  • Strong leadership, partnership-building and collaborative skills required.

Technical Skills: Excellent computer skills required, including Microsoft Office applications: Word, PowerPoint, Excel, Teams, Sharepoint, database experience, LACES experience a plus, experience with WordPress websites and Canva recommended. Must have own transportation and a valid driver’s license. Vehicle insurance must meet minimum requirements.

References: Must be able to provide references relevant to experience.

You will join a collaborative team of colleagues who display a high degree of professionalism, intercultural sensitivity, a belief in lifelong learning, and a strong commitment to help lift lives through literacy programs.

The Literacy Council of Frederick County is an Equal Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability, or any other basis prohibited by law.

For more information, contact Laurie Fisher, Executive Director, Literacy Council of Frederick County.  (301) 600-2066 or Interested applicants, please email a cover letter and resume to Laurie Fisher.

Contact: 110 E Patrick St