Program & Administrative Assistant

Job Title: Program & Administrative Assistant

Position Status: 75% FTE 30 hrs. a week, schedule consists of some evenings and weekends

Reports To:Program Director & Executive DirectorRequirements: Must pass DOJ Fingerprinting Screening, Must pass and maintain annual Tuberculosis Test, 2 years minimum experience in non-profit management or related field

Preferred Skills: Bilingual (Spanish-English), excellent organizational, time management and communication skills, Bicultural competency, Experience in a non-profit community agency, working knowledge of the Bay Area cultural arts community, Intermediate knowledge of MS Suite applications, graphic design. Women and people of color strongly encouraged to apply. Loco Bloco is "First Source Hiring" Program and makes every good faith effort to hire economically disadvantaged San Francisco residents.

Loco Bloco is a youth development organization with the mission of promoting San Francisco youth's healthy transition into adulthood by engaging them in the creation and performance of music, dance and theater traditions reflecting the cultural diversity of the Americas. Loco Bloco encourages its youth to use multicultural art forms as a tool for their own empowerment and as a catalyst to help them overcome discrimination and bring about change in their communities.

Loco Bloco's Program & Administrative Assistant provides a broad range of specialized program support services, including but not limited to specialized administrative tasks, data processing, records management and communications. Reporting to the Program Director and the Executive Director, the Program & Administrative Assistant will implement systems which will help Loco Bloco achieve its mission and programmatic and artistic objectives.

Essential Responsibilities Include:

• Represent the programs and point of view of the organization to agencies, organizations, and the general public
• Exhibit appropriate behavior for an intergenerational space and accept and embrace the role as a mentor for our youth and young adults
• Prepare and maintain correspondence, memoranda, reports, basic spreadsheets and other documents in support of all program activities for organizational use
• Attend all major organization events including but not limited to: SF Carnaval, end of the year theater production and Blocura Gala

• Attend weekly staff meetings

SPECIFIC RESPONSIBILITIES:

Office Management:

• Office equipment and supplies maintenance
• Human Resources – Employee policies and procedure manual maintenance, new hire paperwork, employee forms
• Organization wide filing to keep track of accounting and financial records, grant documents, employee filing, construction, and archival docs, including server files and ensure accuracy, confidentiality and consistency of filing systems and records

• Maintain Organizational Calendar
• Serve as the note taker at staff meetings and ensure that all staff meeting agendas and notes are accurate and accessible to all staff

Marketing & Communications:

• Coordinate monthly e-newsletter (constant contacts) Coordinate and distribute content for newsletter, website and social media updates
• Coordinate the distribution of marketing and outreach materials for programs and events
• Maintain organizational databases and mailing lists

Program Administration:

• Collect and organize all registration, attendance and demographic information for all participants and enter in all information into CMS system in accordance to the requirements and due dates of our DCYF contract
• Maintain personnel files for all instructors and ensure that all required documentation is current (i.e. fingerprints, TB tests, contracts, evaluations)
• Submit invoices, receipts and check requests in accordance with organizational policies and due dates
• Organize monthly instructor invoices and check requests and submit to PD for review and approval
• Collect and organize registration fees, class fees and costume payments from participants
• Manage and facilitate communication with participants, families & performers
• Recruit, manage and supervise volunteers for programs and events
• Responsible for the coordination of all Carnaval costume orders and disbursement

Development:

• Assist ED with yearly fundraising appeals & mailings
• Grant assistance – Application assistance, invoicing
• Development – Donor processing and correspondence
• Assist with the entering or organizational information into the California Cultural Data Project

Performances & Events:

• Manage logistics of booking our performance ensemble including client relations, contracting, scheduling, travel, programming, press, itinerary creation, payments, and equipment
• Secure bookings, contracts and related invoices
• Schedule and maintain performance calendar
• Maintain a database of all performance requests
• Ensure provision of necessary supplies, production and audiovisual needs for performances booked
• Coordinate appointments, meetings, auditions and travel itineraries, and related activities, including travel arrangements, meetings, off site gatherings and other related functions
• Collect Audience Data