Program Assistant

Junior Center of Art and Science; Oakland (CA); On-site; USD 26,000 - 28,000; Part time

Job summary

East Bay Creative Lab is seeking a Program Assistant to act as a main contact for families and visitors, supporting registration, databases, and basic financial tasks. The role helps the Program Director with operations and program planning in a collaborative nonprofit environment.

The position emphasizes customer service, organization, and teamwork, with responsibilities across daily operations, events, and community outreach, aligning with our mission and programs.

Qualifications

• Customer service mindset for front-facing operations and parent interactions.
• Problem solver with attention to detail and follow-through.
• Adaptable in a dynamic nonprofit environment.

Responsibilities

• Serve as the primary, welcoming point of contact for inquiries via phone, email, and in person.
• Set up, monitor, and manage registration systems for after-school classes, camps, and workshops.
• Maintain program databases and prepare, manage, and distribute student rosters.
• Assist with basic financial tasks and record-keeping.
• Prepare program evaluation surveys, track attendance, and compile reports.
• Support events and community outreach, including staffing and projects.

Skills

Customer Service Mindset

Problem Solver

Adaptable

Tools

Google Workspace

Wordpress

QuickBooks

Mailchimp

Canva

Adobe Illustrator

Photoshop

IT Troubleshooting

Job description

Status: Part-Time (20 hours/week), Non-Exempt

Pay Rate: $25.00 / hour

Schedule: Wednesday - Saturday

Location: 558 Bellevue Avenue, Oakland, CA 94610

About East Bay Creative Lab ( Formerly the Junior Center of Art and Science)

East Bay Creative Lab is a community non-profit organization offering hands‑on, interactive experiences to learners of all ages. For over 72 years, we have served thousands of local children and families annually through after‑school programs, summer camps, school and community partnerships, and low‑cost or free public events.

Position Summary

East Bay Creative Lab is seeking an energetic, organized, and people‑oriented Program Assistant. This role serves as a crucial point of contact for our community, working directly with parents, families, and visitors while supporting the Program Director with administrative operations and program planning.

The ideal candidate is a strong communicator who excels at public‑facing customer service, thrives in a collaborative non‑profit setting, and keeps daily administrative operations running smoothly.

Key Responsibilities

Public Engagement & Parent Relations

• Serve as the primary, welcoming point of contact for general inquiries via phone, email ([e-mail]), and in person.
• Communicate effectively and warmly with parents, caregivers, and community members regarding classes, schedules, and registration.
• Greet and check in visitors, students, and families during daily operations and special events.

Program & Administrative Operations

• Set up, monitor, and manage registration systems for after‑school classes, camps, and workshops.
• Maintain program databases and prepare, manage, and distribute student rosters.
• Assist with some financial tasks and basic record‑keeping.
• Prepare program evaluation surveys, track attendance, and compile basic programmatic reports.
• Support events and community outreach, including staffing and facilitating projects

Daily Operations & Site Support

• Coordinate event and class logistics alongside the Program Director, Teaching Assistants, and participating families.
• Provide direct operational support, including supervising students during lunch and free play times.
• Prepare materials and set up spaces for in‑person workshops, classes, camp activities, and birthday events.
• Clean, sanitize, and organize rooms throughout the day; assist Teaching Artists with classroom prep.
• Maintain inventory and track supplies for both administrative offices and creative programs, placing supply orders as needed.

Marketing & Digital Support

• Support social media outreach and marketing by capturing, organizing, and archiving photos and stories from daily activities and events.

Qualifications & Desired Skills

Key Strengths & Attributes:

Customer Service Mindset: Personable, patient, and clear when interacting with parents, children, and the public.

• Problem Solver: Highly self‑motivated, proactive, detail‑oriented, and able to follow precise instructions.
• Adaptable: Reliable, flexible, and comfortable working in a dynamic non‑profit environment.

Technical Skills:

• Proficiency or quick adaptability with software used daily:
  • Google Workspace (Docs, Sheets, Gmail, Drive)
  • Wordpress
  • QuickBooks
  • Mailchimp
  • Canva / Adobe Illustrator/photoshop
  • Basic IT troubleshooting skills

Physical & Schedule Requirements:

• Ability to carry up to 25 lbs up a flight of stairs, climb a ladder, and perform active physical room prep and setup across consecutive workdays.
• Regular weekend availability (Schedule: Wednesday-Saturday).

East Bay Creative Lab is an Equal Opportunity Employer. Multilingual and QTBIPOC candidates are strongly encouraged to apply.