Project Assistant (FRCNCA)

Heluna Health; Alhambra, Northern (CA, KY); Hybrid; USD 34,000 - 49,000; Part time

Job summary

Heluna Health is seeking a part-time Project Assistant to support the VALOR initiative across California. This role provides administrative, logistical, and coordination support for statewide convenings, trainings, coalition engagement, and grant deliverables.

The position is 20 hours per week, non-benefited and non-exempt, with hybrid work within California. A bilingual English/Spanish candidate with strong MS Office skills and proven ability to manage multiple tasks is preferred.

Qualifications

• Bilingual in English and Spanish (written and verbal), required
• Minimum 3-5 years of experience in administrative, program support, or coordination roles.
• Experience supporting community-based programs, trainings, or events.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Advanced skills in MS Office (Word, Excel, PowerPoint) and virtual meeting platforms.
• Experience with CANVA, Survey Monkey, Adobe products, Salesforce desired

Responsibilities

• Provide day-to-day administrative support for program operations.
• Assist with scheduling, coordination, and documentation for meetings, trainings, and convenings.
• Maintain organized records of program activities and materials.
• Support tracking of deliverables, timelines, and reporting requirements.
• Prepare reimbursement and travel approval forms for program directors
• Provide support with telephone or email inquiries and meeting coordination for executive team members
• Assist with planning and logistics for statewide convenings and virtual events
• Coordinate event operations, registration, space planning, catering, and attendance reporting
• Assist with materials, translation needs, and accessibility accommodations
• Maintain contact lists and assist with follow-up communications

Skills

Bilingual English/Spanish

MS Office 365

PowerPoint

Excel

Virtual meeting platforms

Education

3–5 years admin/coordination experience

Tools

CANVA

Survey Monkey

Adobe products

Salesforce

Job description

Description

The mission of the Family Resource Centers Network of CA (FRCNCA) is to support individuals and families of children with disabilities, special healthcare needs, and those at risk by ensuring the continuance, expansion, promotion and quality of family-centered, parent-directed, Family Resource Centers (FRC).

The Project Assistant supports the implementation and day-to-day operations of VALOR (Voces, Acción y Liderazgo Organizado para la Resiliencia) a statewide, Latino-led initiative focused on leadership development, systems feedback, and equity in California's developmental services system.

This role provides administrative, logistical, and coordination support to ensure the successful execution of statewide convenings, trainings, coalition engagement, and grant deliverables. The Project Assistant works closely with the Director of Partnerships and Equity Initiatives to support partnerships with Family Resource Centers, families, self-advocates, community organizations, and state partners.

This is a part-time (20 hours per week), non-benefitted, non exempt position.

Employment is provided by Heluna Health.

The pay rate for this role is $30 per hour.

ESSENTIAL FUNCTIONS

Administrative Support

• Provide day-to-day administrative support.
• Assist with scheduling, coordination, and documentation for meetings, trainings, and convenings.
• Maintain organized records of program activities, participant lists, agendas, and materials using FRCNCA Grantmaker system and other electronic programs and systems.
• Support tracking of deliverables, timelines, and reporting requirements.
• Prepare reimbursement and travel approval forms for program directors
• Provide support with telephone or email inquiries and meeting coordination for executive team members

Event Coordination

• Assist with planning and logistics for in-person statewide convenings and virtual events, including:
  • Support outreach and engagement of participants for events
  • Coordinates event operations and communications, utilizes Excel and GrantMaker Campaigns to oversee registration, space planning, catering, virtual setups, and attendance reporting.
  • Venue logistics and vendor coordination, engagement and timely invoicing and payment
• Support preparation of materials, interpretation/translation needs, and accessibility accommodations.

Partnership Support

• Support communication and coordination with Family Resource Centers and partner organizations.
• Assist with outreach to participants, presenters, and community stakeholders.
• Maintain contact lists and assist with follow-up communications.

Data and Reporting Support

• Assist with collection and organization of participation data, surveys, and feedback.
• Support preparation of progress reports, summaries, and internal tracking documents.
• Maintain spreadsheets and databases related to program activities and budgets.
• Assist with tracking participation demographics, geographic representation, and engagement outcomes for contract reporting purposes.

Communications

• Assist with preparation and distribution of bilingual (English/Spanish) materials.
• Support coordination with consultants or staff on event materials, announcements, and updates.
• Assist with website updates or digital platforms as needed.
• Communicates effectively across diverse audiences, adapting style for families, self-advocates, partners, and state officials.

NON-ESSENTIAL FUNCTIONS

• Perform other related duties as assigned.

JOB QUALIFICATIONS

Education/Experience

• Bilingual in English and Spanish (written and verbal), required
• Minimum 3-5 years of experience in administrative, program support, or coordination roles.
• Experience supporting community-based programs, trainings, or events.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Advanced skills in MS Office (Word, Excel, PowerPoint) and virtual meeting platforms.
• Experience with grassroots organizing or legislative education
• Experience with CANVA, Survey Monkey, Adobe products, Salesforce desired

Certificates/Licenses/Clearances

• Background check clearance.
• A valid California driver's license, proof of vehicle insurance, and reliable transportation or the ability to secure timely transportation to perform the essential functions of the job.

Other Skills, Knowledge, and Abilities

• Experience working with disability services, Family Resource Centers, or community-based organizations.
• Familiarity with grant-funded programs and reporting requirements.
• Experience supporting culturally and linguistically diverse communities.
• Basic experience with data tracking, surveys, or evaluation support.
• Expertise with Microsoft Office 365, including PowerPoint and Excel.
• Familiarity with Zoom, MS Teams, and other virtual meeting platforms.
• Must have planning and organizational skills.
• Work flexible hours as needed, including some evenings and weekends.
• Ability to travel to conferences, meetings etc. as needed. (Including overnight travel)
• Excellent verbal and written communications skills required.
• Experience working with statewide initiatives, leadership development programs, or community engagement projects preferred.

PHYSICAL DEMANDS

Stand Frequently

Walk Frequently

Sit Frequently

Handling / Fingering Occasionally

Reach Outward Occasionally

Reach Above Shoulder Occasionally

Climb, Crawl, Kneel, Bend Occasionally

Lift / Carry Occasionally - Up to 25 lbs.

Push/Pull Occasionally - Up to 25 lbs.

See Constantly

Taste/ Smell Not Applicable

Not Applicable Not required for essential functions

Occasionally (0 - 2 hrs./day)

Frequently (2 - 5 hrs./day)

Constantly (5+ hrs./day)

WORK ENVIRONMENT

Hybrid within California. General Office Setting, Indoors Temperature Controlled. May need to travel by car and/or air to attend meetings throughout the United States and Canada.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.