About BIG
Build It Green (BIG) is a nonprofit organization of building industry thought leaders and practitioners who share a vision for better buildings and a diligence for getting results.   We are driving innovation and exciting initiatives in the residential building and energy efficiency industries and making a measurable difference for homes, people and the environment. To maximize our impact, we partner with thousands of building professionals, as well as industry partners, utilities, and government agencies.  Learn more at:  www.builditgreen.org.

BIG offers a friendly, positive work environment and a passionate work culture.   Our HQ office is located in the heart of downtown Oakland at 300 Frank H. Ogawa Plaza, Suite 620; close to BART, the 12th Street/City Center Station and AC Transit Bus lines.     We offer a competitive wage and benefits package that includes medical, dental and vision insurance and 403(b) retirement savings plan with an employer match, paid holidays and time off.

About the Position
The Program Assistant provides administrative and program support.  This position is responsible for helping to administer Build It Green’s budgets and invoicing related to revenue generating programs.   The Program Assistant is a good communicator, able to work with cross-functional teams, pay attention to details, and be flexible. Some typical tasksinclude: membership processing, helping to plan, deliver and reconcile in-person and webinar based training events, managing the organization’s online training platform, conducting internet research for new program initiatives, handling customer service calls and survey follow-ups, helping to track and organize client invoices and reports for program budgets.

Duties & Responsibilities
Administrative 
  • Enter customer data into SalesForce. This may include membership applications, data about new program participants, or applications for a training event like GreenPoint Rated. 
  • Schedule and administer GoToMeetings and Webinars or JoinMe video conference calls for both client meetings, internal team meetings, and public events. Serve as note taker for various meetings.
  • Provide backend support for various software systems used by organization. For instance, you may be asked to maintain accurate user data, generate reports, and help set-up and upload course materials for Build It Green’s on-line Learning Management System (LMS) that is used track courses, education events and online exam results.  Other duties as assigned
  • Team Coordination 
  • Work with the Program Managers, the Finance team, and members of a program’s cross-functional team to organize and produce monthly invoices and reports.  This includes collecting, processing and tracking expenses, helping to produce monthly invoices and gathering various pieces of data for clients as well as financial information to the Finance team. 
  • Work with other colleagues to produce marketing collateral, web pages, and PowerPoint presentations used by the programs. Some examples of this would be producing collateral for an in-person training event, creating a web page for Build It Green membership program, or helping develop a PowerPoint deck for a webinar introducing program requirements to new participants.
Communications and Public Speaking 
  • Manage logistical details for events that includes: coordinating with the presenters and internal cross-functional teams, verifying venue details, and ordering materials from various vendors.
  • Serve as Build It Green spokesperson. An example of this would be to kick-off an in-person or webinar based training event.
  • Provide email and telephone support for issues that can’t be resolved by Build It Green’s Customer service team.  
  • Coordinate with Program Managers, as well as other departments, like Finance and Information Services to troubleshoot solutions for customer issues or technical issues.

Job Requirements
  • Minimum HS diploma, Associate's degree (A.A.) from an accredited college preferred, and a minimum of one year of experience working in an office environment.
  • Excellent oral and written communication skills. This includes effectively responding to: changing situations and sensitive inquiries or complaints from customers and clients, questions and concerns from members of internal cross-functional teams, and inquiries and demands from vendors and subcontractors.
  • Ability to use complete multiple tasks and priorities to completion with limited supervision using project planning tools like Smartsheet and Trello.
  • Ability to enter and review data and content accurately and thoroughly.
  • Basic knowledge of financial accounting.
  • Intermediate proficiency with Excel, Word, PowerPoint and Google equivalents.
  • Experience using on-line learning management systems similar to Talent LMS.
  • Experience using systems similar to SalesForce.
  • Experience administering GoToMeeting, JoinMe or other online conference and webinar software platforms.

Work Environment
  • The position requires constant periods of sitting/standing and working at a computer.
  • The position requires frequent talking on the telephone
  • Position requires occasional bending and lifting of objects of more than 25 pounds without assistance. 
  • The position is office based, however you may travel locally up to 2-3 times a month and 1-2 times per year overnight travel for various events related to a program.  The incumbent must possess a valid Drivers’ License and a good driving record.

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