How to apply for Program Support Coordinator

About California IT in Education (CITE)

California IT in Education (CITE) is a nonprofit professional association dedicated to supporting K-12 technologists across California's schools, districts, charters, and county offices of education. Working here means directly contributing to the improvement of educational technology in California's public schools, a mission-driven environment where your work has a tangible impact on students and educators. As a remote-first organization, CITE offers flexibility while maintaining a strong connection to its statewide community.

About the role

As a Program Support Coordinator, you will be the backbone of CITE's Privacy Services program, providing administrative and operational support to ensure LEAs (Local Educational Agencies) and vendors receive top-notch customer service. You'll manage calendars, event registrations, travel arrangements, expense reporting, and budget monitoring, all while maintaining confidentiality and compliance with program offerings. This role is critical in helping CITE deliver efficient, effective services that protect student data privacy and support K-12 technology initiatives.

A typical day

A typical day might involve checking in with the Service Programs Manager, updating calendars and scheduling meetings, processing event registrations for a Privacy Services workshop, and responding to emails from LEAs and vendors. You could also be preparing expense reports, coordinating travel for staff, and ensuring compliance with program timelines, all while maintaining confidentiality and a customer-service mindset.

Who California IT in Education (CITE) is looking for

• You have 2+ years of administrative support experience, preferably in a nonprofit or educational setting, with a knack for problem-solving and customer service.
• You're highly organized and detail-oriented, able to juggle multiple tasks like calendar management, event registrations, and expense reporting with ease.
• You're tech-savvy and comfortable using tools like Microsoft Office, Google Suite, and potentially CRM or event management systems; experience with budget tracking is a plus.
• You're a proactive communicator who can handle confidential information with discretion and is committed to supporting CITE's mission of advancing K-12 technology.

Tips for this application

• Highlight any experience you have with K-12 education or educational technology, even if it's volunteer work or coursework, as CITE values candidates who understand the context of their members.
• Emphasize your customer service skills, especially examples where you supported multiple stakeholders (like LEAs and vendors) and resolved issues efficiently.
• Show your proficiency with administrative tools: mention specific software you've used for calendar management, expense reporting, and event coordination, such as Google Calendar, Expensify, or event platforms like Cvent.
• Demonstrate your ability to handle confidential information by referencing any experience with sensitive data, such as student records, financial information, or HR data.
• Tailor your resume and cover letter to include keywords from the job description like 'Privacy Services,' 'LEA,' and 'compliance,' and mention your interest in CITE's mission to show alignment.

What to cover in your cover letter

["Your passion for supporting K-12 education and how your administrative skills can contribute to CITE's mission of advancing technology in schools.", 'Specific examples of your experience providing administrative support, such as managing calendars for multiple executives, coordinating travel, and preparing expense reports.', 'Your ability to deliver high-quality customer service to diverse stakeholders, including problem-solving and maintaining confidentiality.', "Your familiarity with budget monitoring and compliance processes, and how you've ensured adherence to timelines and procedures in past roles."]

Research before applying

• Explore CITE's website (www.cite.org) to understand their key programs, especially Privacy Services, and their annual events like the CITE Conference.
• Research California's K-12 education system and the role of technology in schools, including current challenges around data privacy and IT infrastructure.
• Look up recent news or reports about educational technology trends in California to understand the context of CITE's work.
• Check out CITE's staff and board members on LinkedIn to get a sense of the organization's culture and leadership.

Likely interview topics

Based on the job description, expect questions about:

• How do you prioritize tasks when supporting multiple team members with competing deadlines?
• Can you describe a time you handled a confidential matter and how you ensured discretion?
• What experience do you have with event registration and travel coordination, and what tools did you use?
• How would you handle a situation where an LEA or vendor is frustrated with a program process?
• Why are you interested in working for a nonprofit focused on K-12 technology, and how do you see this role contributing to that mission?

Common mistakes to avoid

• Using generic language that doesn't show you understand CITE's specific mission or the K-12 education landscape; avoid saying you want 'to work for a nonprofit' without connecting it to their work.
• Failing to demonstrate attention to detail in your application (e.g., typos, vague examples) since this role requires meticulous organization and accuracy.
• Not highlighting remote work experience or the ability to work independently, as this is a remote position and CITE needs someone self-motivated.