ABOUT THE ROLE

The Program Assistant will play a vital role in empowering underserved students, working closely with staff to build strong relationships and directly support a high school cohort through impactful academic advising. They’ll coordinate communications with students and families, contribute to a seamless admissions process, and help execute life-changing summer programs. Additionally, they’ll support logistics and engagement for Saturday Programs and the College Department, ensuring all efforts are aligned to maximize student success and opportunity.

ABOUT THE TEAM/DEPARTMENT

Established in 2018 with our first cohort of current High School seniors, the Los Angeles branch of BEAM is excited to continue growing alongside the students we serve. Situated in the Koreatown/Pico-Union Neighborhood, our team of five Los Angeles long-time residents value in-person collaboration as much as independent remote work and recognize that communication is the key to an office culture where every team member can contribute to our shared success. 

Currently, BEAM LA serves 6 Pathway cohorts across Los Angeles in grades 8 through year 1 of college with about 40 students each, for a total of approximately 240 students, and runs 2 summer camps, a 5-week day camp with 125 students and a 3-week sleep away camp with 40 students. The goal of the organization for the next year is to grow each camp to 150 and 50 with the purpose of two distinct camps in the future, thus increasing the number of students we serve in the Pathway.

SUPERVISION

Director, Los Angeles Programs

KEY RESPONSIBILITIES

ADMISSIONS & REGISTRATION (35%)

BEAM Program Admissions Support 

• • Visit school sites to administer BEAM admissions visits along with a Middle School team member
  • Grade exams for BEAM’s summer programming 
  • Ensure admissions documents are appropriately logged in Salesforce 
  • Administer interviews alongside a Middle School team member for non-alumni Summer Away applicants utilizing established rubrics as needed

Summer Program Registration Support

• • Support mailing and emailing of all forms to students
  • Collect, data enter, and scan all student forms until program setup begins
  • Maintain communication with students and parents
  • Manage student absence requests until program setup begins
  • Maintain track of missing/urgent records required before the start of summer programs

PATHWAY PROGRAM (40%)

Saturday Class Support

• • Support students during office hours with homework, application to summer programs/college, or general supervision
  • Help ensure that Saturday programs operate smoothly

External Summer Program Application Support

• • Update records on valuable STEM summer programs
  • Communicate with students and families about summer programs and their application processes
  • Support students with program selection and applications, including during office hours on Saturdays
  • Follow up with students who have incomplete applications
  • Maintain records of students and the programs to which they are applying 

College Support

• • Support communications with students including texting and newsletters about college
  • Follow up with students who have not engaged in the Pathway
  • Support during workshops and external events (field trips, graduation, etc.) as needed

Pathway Cohort Lead

• • Manage event logistics and coordination for student events including info sessions, math circles, and field trips
  • Assist in executing a communication strategy for students and families about BEAM opportunities, including:
    • Participation in Saturday classes as needed 
    • Summer program application support for high-priority enrichment programs 
    • General academic advising such as ensuring students are on track to Calculus by senior year
    • Completion of 20 hours of STEM external enrichment
  • Update content on the BEAM Los Angeles Alumni website via Squarespace
  • Maintain student records in Salesforce, including contact information and academic progress

SUMMER PROGRAMS (25%)

Summer Program Site Leadership

• • Support the Site Director where needed
  • Assist with implementing program procedures and troubleshooting the program to ensure it runs smoothly
  • Communicate effectively with staff members, students, and families of students at the site to build a positive culture and community
  • Lead with empathy and mediate conflicts at the site, including escalated or sensitive student situations and/or interpersonal conflicts between staff members
  • Co-lead wrap-up for your site to collect feedback to inform recommendations for strategic improvements to the program

Other Duties

•  Other administrative duties as assigned. 

QUALIFICATIONS

We understand that there are many paths to acquiring experience and therefore welcome candidates from diverse and nontraditional backgrounds for this role who have demonstrated equivalent transferable skills to carry out the major duties outlined in this job description. 

• Strong communication and interpersonal skills, both written and verbal, 
• Empathy and demonstrated sensitivity, especially when working with students from diverse backgrounds
• Organization skills with strong attention to detail
• A highly collaborative spirit,
• A knack for solving problems, 
• Able to balance logistical details,
• Experience with summer enrichment programs, especially those focused on STEM

APPLICATION PROCESS

Our process, as described below, has approximately four stages and we anticipate the process lasting about 4-6 weeks in total with someone starting in the role as soon as possible, although we are flexible with the specific date. 

The initial step is to submit your application, including resumé and responses to a few short application questions, via our online portal. When your application is complete, we will follow up with the next steps.

The next steps in our process will include a short 30-minute phone interview and/or sample projects so we can get to know you and you can show us your work. We believe in the importance of demonstrated ability and providing opportunities that allow candidates to demonstrate relevant skills for the role throughout our process. The final step of our process is a final interview with the team. 

We will review applications on a rolling basis until the position is filled.

PHYSICAL REQUIREMENTS

General Requirements

• • Standing - Constantly (50%+)
  • Sitting  - Constantly (50%+)
  • Walking - Occasionally (0-50%)
  • Bending - Occasionally (0-50%)
  • Climbing - Occasionally (0-50%)
  • Stooping - Occasionally (0-50%)

Strength Requirements - assistance with moving heavy items may be required to/from the office

• • Lifting/Carrying - Constantly up to 10 lbs (50%+), Frequently up to 50 lbs (26-50%), 

Repetitive Movements

• • Typing/Grasping - Constantly (50%+)
  • Reaching/Overhead - Frequently (26-50%)

Physical Environment - noise levels may increase during field trips

• • Exposure to weather
  • Work in confined spaces
  • Moderate/High Noise levels

SALARY, BENEFITS, AND OTHER DETAILS

The salary range for this position is $45,000 - $54,000 This is a good faith anticipated range of the job, but the actual pay will be based on any applicant’s skill and experience. 

BEAM provides a number of benefits including:

• Flexible working hours
• Health, dental and vision benefits including health plan options that are free for individuals
• 12 paid holidays including an office closure between Christmas Day and New Year’s Day
• 15 days of paid annual leave to start, and will increase by one day for each year worked for your first 5 years of employment
• Paid sick leave
• 403(b) Retirement Plan
• Student loan reimbursement
• Pre-tax commuter benefits

Work Schedule

Hybrid schedule from August-January and April

• Tuesday-Friday 10 am-6 pm; 3 days remote (Tuesdays in-person) 
• Saturdays 8:30am-4:30pm, in person during September-May
• February-March (admissions season) in-person days increase to 4 due to school visits

In-person during June and July; 8am-4pm

COMMITMENT TO DIVERSITY, EQUITY AND INCLUSION

BEAM believes that our staff, at all levels and across all roles, should represent the backgrounds of the students we serve. We are committed to creating a supportive and inclusive environment. Beyond a commitment to nondiscrimination, we strongly encourage applications from underrepresented and marginalized communities.

EQUAL EMPLOYMENT OPPORTUNITY 

BEAM is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment on the basis of an individual’s race (including traits historically associated with race (including, but not limited to, hair texture and protected hairstyles, such as braids, locks and twists), ethnicity, religion (including clothing or facial hair worn in accordance with the religious tenets), color, sex, pregnancy, childbirth and related medical conditions, breastfeeding, gender (including actual or perceived sex, gender identity, and gender expression including a person’s actual or perceived gender-related self-image, appearance, behavior, expression, or other gender-related characteristic, regardless of the sex assigned to that person at birth), sexual orientation, sexual and reproductive health decisions, national origin, immigration or citizenship status, status as a veteran, active military service member, or uniform service member, marital or partnership status, familial status, caregiver status, age (18 or older), predisposing genetic characteristics, disability, creed, status as a victim of domestic violence, sexual violence or stalking, unemployment status, credit history, an individual’s status as having a known relationship or association with a member or members of a protected category, or any other protected status in accordance with all applicable federal, state, and local laws. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination. 

All personnel decisions will be made in accordance with the principles of equal employment opportunity and subject only to valid (job-related) requirements for employment, benefits, or promotional opportunities.

Place of work