Hybrid WEA Children’s Fund/Communications Administrative Assistant (Internal Candidates Only) na Washington Education Association

Job Summary

The Washington Education Association (WEA) Children’s Fund/Communications Administrative Assistant plays a key role in supporting the mission of the WEA’s Children’s Fund by serving as the primary reviewer of funding applications and providing essential administrative support to Communications to ensure efficient department operations. This position requires excellent attention to detail, strong organizational skills, and a commitment to delivering exceptional service to applicants, donors, and stakeholders.

Benefits and Compensation:

• Salary range (LEVEL 3) - $82,324 to $113,039
• Employer-paid medical, dental, vision, and life insurance (full family coverage)
• Generous sick and paid time off (PTO)
• Long-term disability plan
• Defined Contribution plan - 401(k) (with employer contribution)
• Defined Benefit plan
• Relocation assistance
• Position covered by the WEA/WEASO Collective Bargaining Agreement

Responsibilities:

Application Review and Program Support (WEA Children’s Fund)

• Serve as the first point of contact for inquiries about funding opportunities.
• Receive, review, and track applications for financial assistance or program funding.
• Verify completeness and accuracy of submitted materials and confirm applicants meet established eligibility criteria.
• Follow up with applicants to request additional information or clarification as needed.
• Coordinate the evaluation process, ensuring applications are processed in a timely and consistent manner.
• Maintain accurate records of applications, decisions, and related correspondence.
• Prepare reports and summaries of application activities for internal and external stakeholders.
• Track the balance of available funds and monitor commitments to project outstanding payouts.
• Develop projections of fundraising needs to ensure sufficient resources to meet anticipated obligations.

Fundraising and Donor Engagement (WEA Children’s Fund)

• Identify potential donors and funding sources to support program needs.
• Solicit donations through phone calls, emails, mailings, and personal outreach.
• Support donor stewardship by preparing acknowledgments, thank-you letters, and updates.
• Maintain donor records and track contributions.
• Coordinate fundraising and public relations activities at large events, including:
  • Developing and implementing protocols for receiving donations.
  • Scheduling and supervising event staff and volunteers.
  • Organizing and distributing prizes for silent auctions, raffles, and other fundraising activities.
  • Ensuring a positive experience for donors and guests.

Administrative and Office Support (Communications)

• Answer incoming calls, emails, and in-person inquiries with professionalism and courtesy.
• Draft, proofread, and distribute correspondence, memos, and communications.
• Schedule meetings, appointments, and events.
• Maintain organized electronic and physical filing systems.
• Process invoices, purchase orders, and expense reports.
• Perform monthly statement reconciliations.
• Order and track office supplies and ensure the workspace is well maintained.

General

• Uphold confidentiality and compliance with all organizational policies and regulations governing 501(c)(3) charities in Washington State.
• Collaborate effectively with staff, volunteers, and partners.
• Contribute to a positive, inclusive workplace culture.
• Perform other duties as assigned to support the mission and operations of the organization.

Minimum Qualifications:

• High school diploma or GED equivalent.
• Demonstrated experience in administrative support, customer service, or a similar role.
• Prior experience reviewing applications, grants, or eligibility documentation.
• Experience identifying and soliciting donors in a nonprofit setting.
• Experience planning and coordinating fundraising and public relations events.
• Familiarity with supporting 501(c)(3) charitable organizations in Washington State, including basic understanding of compliance and reporting requirements.
• Experience tracking budgets, reconciling accounts, and preparing financial projections.
• Proficiency with Microsoft 365 (Word, Excel, Outlook) and database systems.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Commitment to the mission and values of the WEA and the Children’s Fund.

Preferred Qualifications:

• Additional education or training in nonprofit administration or a related field is a plus.

COVID-19 Vaccination

As part of our commitment to the health and safety of our employees, members, and councils, all candidates must provide proof of full COVID-19 vaccination status upon hire.  Exceptions may be made for medical or religious reasons in accordance with applicable laws.

Supervision

The successful incumbent will function as a member of the Communications Team and will report to the Director of Information Technology & Communications.

Application:

• If you are interested in applying for this position, please click on the Apply for This Job button to submit your application, cover letter, and resume.
• If you are invited to an interview, you will receive an email from SkillSurvey with instructions and a link on how-to submit your five (5) professional references.
• Closing date is August 14, 2025, at 4:00pm.
  
  

The Washington Education Association is committed to a diverse, equitable, and inclusive workplace where the contributions of each employee are respected as part of the work performed on behalf of 90,000+ members in public education. WEA embraces employees with varied backgrounds and life experiences, including race, ethnicity, gender, age, religion, socio-economic status, sexual orientation, gender identity, physical ability, and veteran status. Only those candidates who can commit to promoting diversity, equity, and inclusiveness need apply.