Program Administrative Assistant

About us: Hand, Heart Soul Project (HHSP) is an emerging nonprofit that promotes healthy habits for our earliest learners in Clayton County. We provide children and families access to nutrient-dense foods, and we develop holistic programs focused on health, wellness, education, and nutrition. Our mission is to nurture, celebrate, and advance the needs of the people we serve by creating equitable access to quality educational, nutritional, and community resources.

Hand, Heart Soul Project's work is highly interdisciplinary. It sits at the intersection of education, health, wellness, and advocacy while ensuring those most affected by the policy are in decision-making spaces. Our model is one of collective impact that focuses on cross-collaboration which aligns community members, leaders, organizations, and institutions to go beyond sustainable solutions, but thriving and meaningful solutions.

About the role: The Program Administrative Assistant is the connective tissue that helps our program team breathe. This role supports the daily rhythms of programming from communications and scheduling to documentation and partner follow-up so we can focus on showing up for children, families, and communities with intention.

We’re looking for someone grounded, flexible, highly organized, and creative. In addition to administrative coordination, this role is responsible for uplifting our story and expanding our reach.

Strong social marketing and content creation skills are necessary to help drive visibility for our SNAP-Ed programming, community events, and the overall movement we’re building at HHSP.

This role will also provide direct administrative support to the Executive Director, including scheduling, email management, note-taking, and coordination of special projects throughout the communities we serve.

This is not a remote position. The ideal candidate must be comfortable getting out into the community, supporting events and meetings on-site, visiting gardens, engaging with families and early learning centers, and being present where our work is happening.

Key Responsibilities:

• Daily in community and in office activities.

• Support the SNAP-Ed team leads in coordinating day-to-day operations across multiple HHSP sites.

• Support the field testing of HHSP’s new social marketing campaign

• Manage all social media, scheduling, posting, and newsletters

• Provide administrative support to the Executive Director, including managing calendars, scheduling meetings, preparing briefings, and helping track organizational priorities.

• Organize SNAP-Ed deliveries, orders, etc.

• Manage SNAP-Ed scheduling, calendar invites, and reminders for site visits, events, trainings, and other events.

• Maintain and organize systems for MOU’s, forms, attendance, surveys, photos, stories, receipts, and supply tracking.

• Track program-related deadlines and ensure documentation is submitted accurately and on time.

• Support communications and timely follow-up with team leads and site partners.

• Coordinate logistics for events such as farm stands, garden build days, educator trainings, and learning journeys.

• Be present at community sites regularly and provide on-site support at HHSP activations.

• Oversee all civil rights training and certifications for SNAP-Ed staff and front-line workers.

• Support Program Management, Evaluation, preparation, and review

• Ensure all background check requirements are met by staff in coordination with the Head of People

• Maintain equipment log and requisite reporting for State equipment purchases (eg 5011 forms)

• Develop and implement digital marketing strategies to promote SNAP-Ed programs and initiatives across multiple online platforms (social media, email, websites).

• Create engaging digital content (graphics, videos, blogs, posts) tailored to SNAP-Ed target audiences to increase awareness and participation.

• Promote special events including the annual the Gathering event with targeted digital outreach strategies, aiming to meet specific reach and attendance metrics.

• Collaborate with SNAP-Ed educators and partners to ensure consistent messaging and amplify outreach efforts.

• Maintain and update the website or digital portals, ensuring accurate and accessible educational resources.

• Support email marketing efforts, including newsletter creation, distribution, and subscriber growth.

• Manage digital advertising budgets and execute paid campaigns when applicable to expand reach.

• Ensure all digital content meets accessibility and cultural competence standards suitable for diverse SNAP-Ed audiences.

• Draft and design monthly newsletters that feature recipes, wellness strategies, partner highlights, and community voices.

• Capture stories and visuals from HHSP programs and turn them into engaging content across social media and email platforms.

• Organize digital files (Google Drive, Canva, Mailchimp) to support collaboration and knowledge sharing.

• Attend SNAP-Ed team meetings and take clear notes that highlight next steps and priorities

• Ensure printed and digital materials (sign-in sheets, curriculum packets, flyers, etc.) are ready when and where needed.

• Create and manage content for HHSP’s social media accounts in collaboration with the leadership team.

• Capture stories and visuals from programs and transform them into engaging posts, newsletters, and digital updates

Other Duties as Assigned

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Each team member individually completes time cards and expense reports on time, attends weekly staff calls, supervisory meetings, team meetings, staff retreats, signature events, and other staff social spaces, and participates in providing feedback and implementation of annual processes.

Qualifications:

• At least five years of demonstrated experience in the following:

• Ability to manage multiple priorities, juggle shifting timelines, and still laugh.

• Community-oriented and focused work

• Excellent organization and follow-through skills with attention to detail.

• Experience with Canva, Mailchimp, Instagram, Facebook, and Google Workspace

• Strong skills in social marketing, content creation, and digital storytelling.

• Deep respect for community-rooted work and those doing it.

• Clear and compassionate communicator, both written and verbal.

• Creativity, curiosity, and comfort working in a collaborative environment.

• Ability to manage multiple priorities, juggle shifting timelines, and still laugh.

• Computer skills required: Jot Form, Google platform, Canva, all social media, Microsoft

Office suite, and Gusto payroll systems.

Other skills:

• Proven work experience in marketing or a related field.

• Experience supporting executive leadership in a fast-paced, community-based organization.

• Ability to deliver quality work on tight deadlines, with strong organization and priority-setting skills.

Application Process: Due to the high volume of applications that we receive, only candidates who receive interviews will be contacted. Final candidates may be asked to complete assessment activities, provide existing work product samples, and/or provide contact information for professional references.

Hand, Heart Soul Project is committed to a diverse workplace. People of color, racial and ethnic minorities, women, people with disabilities, veterans, and LGBTQ candidates are strongly encouraged to apply.

Job Type: Full-time

Pay: $24.84 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $25