POSITION SUMMARY
The Administrative Assistant provides comprehensive operational and administrative support to the ASPIRE AmeriCorps Houston program. This role is the backbone of program year execution — managing recruitment workflows, maintaining compliance documentation, coordinating member onboarding and background screening, and supporting ASPIRE Center operations. The position requires strong organizational skills, attention to compliance detail, and the ability to manage multiple time-sensitive processes simultaneously across U.S. and India time zones.
KEY RESPONSIBILITIES
1. AmeriCorps Member Recruitment
Support end-to-end recruitment of AmeriCorps volunteers for the Houston program (target: 25 members at 900 hours each across 5 service positions: Disaster Preparedness, Community Health, Mental Health, Community Liaisons/Case Management, and Education Interventionists/Mentoring).
- Mine eGrants portal to identify and build a candidate pool of 150+ prospective members against eligibility criteria provided by the Program Director
◦ Download and review resumes for position fit
◦ Maintain outreach tracking across ~400 candidates per cycle
- Set up and maintain a Recruitment Tracking Worksheet (Excel) capturing: demographics, name, address, phone, email, position applied for, qualifications, interview status (Y/N), screening clearance (Y/N), results, and offer status (Y/N)
- Reach out to eligible candidates via email and phone to initiate the recruitment process
- Schedule screening calls using standard email templates provided by the Program Director
- Schedule interviews and manage all related communications (coordinated in India Standard Time)
- Send interview follow-up communications to all candidates
- Issue offer emails with attachments provided by Program Director; collect signed documents and forward to U.S. HR for ADP setup
2. Program Year Preparation & File Management
Set up, organize, and maintain all program year documentation folders and files in coordination with the Program Director.
- Create and maintain structured program folders including: Grant documents, PARA files, Program Documents, and Member Files
- Member file management — ensure each member file contains:
◦ Member Service Agreement (MSA) — filed upon electronic signature (copy provided by Program Director)
◦ Position Description (PD)
◦ NSCHC permission forms, ID documentation, and adjudication records (U.S. HR-led; filed by Admin)
◦ Mid-Year (MY) and End-of-Year (EOY) evaluations — received from Program Director; filed in correct member folder by due dates (June, July, August depending on recruitment cycle)
◦ Program memos and general program year documents
- Maintain program folders as living documents — ensure all records are current, complete, and audit-ready at all times
3. NSCHC Background Screening (AmeriCorps Members & Education Coordinators)
Work closely and coordinate the National Service Criminal History Check (NSCHC) process with HR for all members and staff as required by AmeriCorps regulations. File all NSCHC documentation in the appropriate member program folder
4. HR Administration & ADP Support
- Coordinate closely with U.S. HR and the Program Director at every stage of the member and staff onboarding lifecycle
- Support AmeriCorps member ADP account creation — collect required information, liaise with HR to initiate setup, and confirm successful account activation
- Flag any HR process delays, missing documentation, or onboarding bottlenecks to the Program Director promptly
- Maintain a running HR onboarding tracker for all active members and Education Coordinators, updated in real time
5. Member Hours & Compliance Monitoring
- Track member service hours on a weekly basis
- Conduct monthly review and approval of member hours
- Update Member TimeTracker monthly and ensure required member signatures are obtained
- Send bi-weekly email updates to Alief site supervisors on member status and hours
6. ASPIRE Center Administrative Support
Support the operational readiness of ASPIRE Centers serving 25–30 students per site.
- Set up and maintain administrative files for each ASPIRE Center
- Manage regular supply orders for ASPIRE Centers
- Collect, scan, and file student registration forms (provided by Department of Education; completed by parents — stored in ADMIN folder by center)
- Collect and file monthly attendance sheets in the correct folder per the filing system established with the Program Director
- Collect and file pre- and post-surveys for each student (beginning and end of program year; some surveys may be completed electronically — process to be confirmed per pilot outcomes)
7. Education Coordinator Recruitment Support
- Place job advertisements for Education Coordinator openings
- Conduct initial resume review against position requirements
- Schedule screening calls and interviews
8. Grants Portal Management
This role is expected to support and progressively own the management of federal and program grants portals. Portal work demands a high degree of precision, deadline awareness, and an agile approach — errors or missed submissions in these systems carry direct compliance consequences for the program.
- Manage day-to-day activity in eGrants, Grants.gov, and other applicable federal or funder portals
- Complete portal-based submissions — progress reports, member enrollment/exit records, financial reports, and amendments — accurately and on time
- Maintain a portal activity calendar tracking all submission windows, renewal deadlines, and required updates across active awards
- Coordinate with the Program Director and Compliance Manager to ensure all portal entries reflect accurate, approved program data before submission
- Monitor portal notifications and system alerts; flag time-sensitive actions immediately to the Program Director
- Maintain organized records of all portal submissions, confirmation receipts, and system-generated correspondence
- Develop working proficiency in portal navigation and compliance requirements over time, with the goal of owning routine portal management independently
9. Meetings, Communication & Special Events
- Attend weekly Zoom coordination meetings with the Program Director (and ad-hoc as needed) to ensure smooth role execution
- Develop a working understanding of AmeriCorps program requirements and compliance obligations over time
- Support logistics for Service-Learning Projects and special events as they arise
- Assist with community events including Clothing Drives, Holiday Parties, Backpack Distribution, and similar program activities
- Perform other related administrative tasks as assigned by the Program Director
QUALIFICATIONS
Education & Experience
- Completed degree from an accredited institution preferred
- Minimum 4 years of experience in administrative, program coordination, or operations support roles
- Prior experience supporting nonprofit, federally-funded, or compliance-heavy programs is an advantage
- Familiarity with AmeriCorps, CNCS, or federal grant programs is a plus
Knowledge, Skills & Abilities
- Strong interpersonal and written communication skills; ability to work effectively with a diverse, distributed team
- High degree of self-initiative, accountability, and follow-through — able to manage tasks with minimal supervision across time zones
- Strong organizational skills — ability to manage multiple concurrent workflows, prioritize effectively, and meet deadlines
- Ability to develop, plan, and implement both short- and long-range administrative goals
- Proficiency in Microsoft Office Suite — Word, Excel, and Access required
- Working knowledge of Canva and PowerPoint
- Comfortable working in digital filing systems and online compliance portals (eGrants, Truscreen, ADP experience a plus)
- Professional written English; ability to draft clear, accurate correspondence and tracking documents
WORKING CONDITIONS & LOGISTICS
This role is based in India (MOS Team) and supports a U.S.-based program team. Key coordination activities — including scheduling, recruitment communications, and weekly meetings — are conducted in alignment with U.S. Central Time. Candidates must be available for overlap hours as required by the Program Director.
- Remote position — home office or MOS team facility
- Regular virtual coordination with Program Director (Houston, TX)
- All written communications in English; professional tone required for candidate and site supervisor outreach
- Seasonal workload peaks during recruitment periods (typically pre-program year launch) and close-out periods (June–August)
Pay: ₹20,000.00 - ₹40,000.00 per month
Benefits:
- Health insurance
- Paid sick time
- Provident Fund
Work Location: Hybrid remote in Nagpur, Maharashtra (Nagpur)
