PROGRAMS ADMINISTRATIVE ASSISTANT

Oliver Scholars; New York (NY); On-site; USD 25,000 - 34,000; Part time

Benefits offered by this job

Flexible work schedule

Wellness program

Paid holidays

Paid sick leave

Close to public transit

Paid time off

Commuter benefits

Employee Assistance Program (EAP)

Job summary

The Oliver Scholars Program seeks a part-time Program & Administrative Assistant to support the Scholar Services team. The role offers ~20 hours per week, focusing on administrative, logistical, and program tasks to help scholars and families stay organized and connected.

The ideal candidate is a highly organized college or graduate student, eager to contribute to college access, and capable of working collaboratively using Google Workspace and related tools. Training provided.

Qualifications

• Current college student or graduate student preferred; fields such as education, social work, psychology, youth development, communications, nonprofit management encouraged to apply.
• Demonstrated commitment to growth and development of young people.
• Highly organized with attention to detail and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Collaborative team player with initiative and resourcefulness.
• Proficient in Google Workspace (Docs, Sheets, Forms, Drive, Gmail, Calendar).
• Familiarity with Canva and other tools for communication and content creation.
• Familiarity with Apricot or other case management systems is a plus.
• Comfortable learning new technology and systems.
• Spanish-speaking ability is a plus.

Responsibilities

• Provide day-to-day administrative and program support to the Scholar Services team, including rosters, schedules, and calendars.
• Manage student and program data in Google Sheets and other systems.
• Support organization and maintenance of department resources and Drive files.
• Monitor deadlines and help keep the team organized and on track.
• Coordinate communications with scholars and families, including invitations, reminders, and document collection.
• Maintain records of RSVPs, attendance, and required documentation.
• Assist with planning meetings, workshops, and events, including registrations and logistics.
• Create communications and materials using Google Workspace and Canva, and manage data in Apricot or other systems.

Skills

Highly organized

Strong written communication

Strong verbal communication

Collaborative

Proactive initiative

Google Workspace proficiency

Canva familiarity

Apricot/database familiarity

Spanish speaking (nice to have)

Education

Current college student or graduate student

Tools

Google Workspace

Canva

Apricot

Job description

Reporting to the Chief Program and Equity Officer , the part‑time Program & Administrative Assistant provides administrative, logistical, and programmatic support to the Scholar Services Department. This is an approximately 20‑hour per‑week position that plays an important role in helping the department stay organized, responsive, and connected to the scholars and families we serve.

The ideal candidate is a highly organized and collaborative college or graduate student who is excited by the opportunity to contribute to a college access program and support the growth and development of young people.

Benefits

• Flexible work schedule
• Wellness program
• Paid holidays
• Paid sick leave
• Close to public transit
• Paid time off
• Commuter benefits
• Employee Assistance Program (EAP)

Culture

The Oliver Scholars Program prepares high‑achieving students from families with limited financial resources who are attending New York City middle schools, for success at selective high schools and colleges.

What We Do

The Oliver Scholars journey begins with the recruitment of highly motivated 7th grade candidates from public schools and parochial schools in New York City. We work with students for 14 months in our Scholar Immersion and Placement (SIP) program and ultimately place them in 9th grade at high‑performing NYC independent college preparatory day schools and boarding schools across the country. SIP s curriculum mirrors that of a typical independent school.

Summer Program I serves rising 8th grade students, supporting them along the path to independent school admission, including test preparation and application support in addition to ongoing academic enrichment. Summer Program II, our capstone program for SIP, which is designed to acclimate students to the rigor and independent schools.

Our Results

Oliver Scholars offers high‑achieving students an alternative path, raising their sights and fostering the development of our next generation of change‑makers, thought leaders, and trailblazers. Our work with Scholars includes up to ten years of one‑on‑one support, summer coursework, and pre‑career training. As a result, 100 percent of Scholars graduate high school.

Oliver Scholars encourages applications from people of all backgrounds. We value a diverse workforce and an inclusive culture, as we believe this best reflects the communities and students we serve.

Responsibilities

Administrative & Program Support

• Provide day‑to‑day administrative and program support to the Scholar Services team, including maintaining rosters, schedules, and calendars.
• Manage and maintain accurate student and program data, including Google Sheets, and other tracking systems.
• Support the organization and maintenance of department systems, resources, and Google Drive files.
• Monitor deadlines, identify potential issues, and proactively support the team in staying organized and on track.

Scholar & Family Engagement

• Coordinate communications with scholars and families, including invitations, reminders, follow‑up messages, forms, surveys, and document collection.
• Maintain accurate records of RSVPs, participation, attendance, and required student and family documentation.
• Support communication and coordination with scholars, families, staff, schools, and external partners.

Events, Technology & Logistics

• Assist with planning and executing meetings, workshops, and events for scholars, families, and staff, including registration, materials, supplies, and on‑site logistics.
• Use Google Workspace, Canva, and other digital platforms to create communications, presentations, program materials, and organizational tools.
• Enter and maintain information in Apricot or other case management/database systems and assist with data reporting and tracking.
• Identify and implement tools and systems that improve team efficiency, communication, and organization.

Qualifications

• Current college student or graduate student preferred; students studying education, social work, psychology, youth development, communications, nonprofit management, or a related field are encouraged to apply.
• Demonstrated commitment to the growth, development, and success of young people.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Works well collaboratively and contributes positively to a team environment.
• Demonstrates initiative, creativity, and resourcefulness, with the ability to identify what needs to be done and take action.
• Strong proficiency with Google Workspace, including Google Docs, Sheets, Forms, Drive, Gmail, and Calendar.
• Familiarity with Canva and other digital platforms used for communication, organization, and content creation.
• Familiarity with Apricot database, case management systems, or other database platforms is a plus.
• Comfortable learning new technology, databases, and organizational systems.
• Familiarity with social media platforms is a plus.
• Spanish‑speaking ability is a plus.
• Ability to occasionally support evening or weekend department events with advance notice and flexibility to work within a changing program schedule.

DESIRED COMPETENCIES

• Ethics—Treats people with respect; Keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Adaptability—Adapts to changes in the work environment; willing to learn new techniques and procedures; Manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Innovation & Initiative—Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention; Looks for and takes advantages of opportunities.
• Planning/Organizing & Project Management—Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans; Communicates changes and progress; Completes projects on time and budget.
• Interpersonal Skills—Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

Oliver Scholars is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (protected class) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin.

Authorized to work in the US without sponsorship

Accept a background check to be performed

At least 18 years old

Current College Student

College Graduate Student

Equal Opportunity Employer

The Oliver Scholars Program, Inc. is an equal opportunity employer and is firmly committed to maintaining a work environment free from all forms of discrimination and harassment. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

Oliver Scholars encourages applications from people of all backgrounds. We value a diverse workforce and an inclusive culture, as we believe this best reflects the communities and students we serve.