Part Time Weekend Administrative Assistant

About the role

The Administrative Assistant (Bilingual Spanish preferred) plays a key role in supporting the daily operations of Aspiranet’s programs. Under the direction of the Program Director, this position ensures smooth front office functioning, maintains accurate documentation, processes fiscal and HR-related tasks, and assists in tracking essential data.

Responsibilities

• Greet visitors and answer a multi-line phone system professionally.
• Manage incoming and outgoing mail, supplies, meeting room calendars, and common areas.
• Schedule and prepare materials for safety meetings and staff meetings.
• Serve as local technical support for basic equipment troubleshooting.
• Maintain program, client, and donation records and ensure timely data entry.
• Produce reports from databases and assist with annual archiving and file audits.
• Complete regular scanning, copying, and file management for compliance and program needs.
• Manage petty cash and complete reconciliation.
• Process fund requests, vendor invoices, reimbursements, and donations.
• Support onboarding/offboarding processes and assist with HR documentation requirements.
• Draft professional correspondence and meeting minutes.
• Maintain confidentiality of sensitive information (HIPAA and agency guidelines).

Qualifications

• Minimum of 2 years’ experience in clerical or business office operations.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfort with remote data systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work both independently and as part of a collaborative team.
• Competence with standard office equipment (e.g., copier/scanner/printer/postage machine).
• Meet all Community Care Licensing requirements, including DOJ clearance, TB test, and valid CA driver’s license if driving is required.

Work Environment & Schedule

This position is based in Santa Cruz, CA, with an expectation of on-site presence. The first week will consist of training with a schedule of Monday through Friday from 8AM to 5PM.

Why Aspiranet?

• Competitive compensation, comprehensive benefits package, and a 403(b) retirement plan with employer matching.
• Access to the free Aspiranet Employee Perks Program.
• Flexible paid time off including 11 paid holidays, 10 vacation days, 10 sick leave days, two diversity days, and paid birthday time off.
• Training opportunities are available to support your ongoing development and career aspirations.
• Collaborate in a supportive, inclusive, and mission-aligned culture.
• Opportunity to lead meaningful initiatives that support employee wellbeing.

Equal Employment Opportunity

Aspiranet is an equal opportunity employer that recognizes the value of diversity. We believe a diverse workforce within a culture of Inclusion, Diversity, Equity, and Access (IDEA) increases creativity, innovation, problem-solving, and teamwork for the youth and families that we serve and the organization as a whole.

Pay

The pay range for this position is $21.00–$25.00 per hour for employees hired in the Santa Cruz, CA area. The pay range provided in this job posting represents the typical range or starting rate for candidates hired within the bay area region. Candidates hired in other California locations may have different starting salaries based on cost of living and market data variations.