Program Administrator

Aspen Collective Safety and Grassroots Democracy

Program Administrator

About the Organizations

Aspen Collective Safety LLC (ACS) is a movement resilience firm committed to the protection and liberation of our communities. We help organizations assess and plan how to better protect against urgent and long-term threats from state and non-state actors. We support organizations and movement leaders to fortify their physical, digital, data, and relational safety. We accompany groups in determining their risks and needs, and provide tools and trainings to meet those needs. We provide referrals to technical assistance providers and recruit, train and coordinate safety practitioners. We believe organizations will be stronger when they have the organizational capacity to meet and implement their own security needs. Our approach is practitioner-led, grounded in our experience as organizers, the needs of our communities, and the political imperative to ensure that community institutions can creatively and flexibly adapt their work and structures to meet the moment. We take an ecosystem approach to shoring up critical institutions.

Grassroots Democracy (GD) combats the rise of authoritarianism and builds multiracial democracy by organizing volunteers to build power across state lines. We train and develop volunteers to protect democratic rights and to support the immediate and long-term power-building work of people of color-led grassroots movements. We are building out a strong network of committed leaders and volunteers trained, activated, and prepared for various responses to this political moment. In this moment we will be focused on building a network of people geared up for mass action to resist authoritarianism in the coming years. Our work is geared towards building a long-term, nonpartisan political home for a diverse base of people committed to protecting democracy, combatting authoritarianism, and building power that connects working class communities of color across the country.

Grassroots Democracy Action Fund (GDAF) is an organization that advances multiracial democracy through direct advocacy, legislative action, and political engagement. We mobilize volunteers to fight authoritarian policies, lobby for pro-democracy legislation, and hold elected officials accountable to working-class communities of color. Building on the organizing infrastructure of Grassroots Democracy Initiative, the Action Fund engages in unrestricted advocacy work—including lobbying, issue campaigns, and political education—to protect voting rights, challenge anti-democratic legislation, and advance policy solutions that build power for marginalized communities.

This position is shared 50/50 between Aspen Collective Safety and Grassroots Democracy (Action Fund). The position will be hosted at Aspen Collective Safety.

Position Overview

The Program Administrator reports directly to ACS Co-Director Andrea Lee to provide program and administrative support for Aspen Collective Safety and Grassroots Democracy.

Responsibilities

The following responsibilities are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this manner. Duties, responsibilities, and activities may change at any time with or without notice.

Events and Programming Logistics

• Supporting logistics for internal and external activities such as trainings and retreats, including venue reservations, payments, and communication, ordering food or supplies, coordinating staff or participant travel, and day-of logistics support
• Tracking attendee data for events and participation rates of RSVPs vs. attendees

Data Administration

• Managing and entering data, including but not limited to MailChimp and Every Action, list swaps, and weekly list segmentation
• Updating and maintaining Airtable or CRM for allies, participants, and donors
• Organizing and managing organizational drives and archives

Other Administrative Work

• Supporting Leadership Team members as needed with tasks such as scheduling support, notes and summations, compiling resources and information, and processing organizational donations or sponsorships
• Communicating with fiscal sponsor administrative staff
• Coordinating internal team processes and resources such as staff calendars, meetings,

Contracts and Invoicing

• Monitoring program contracts (renewals, extensions)
• Drafting consultant contracts and monitoring process to ensure they are executed and implemented
• Collecting and submitting invoices, contracts with vendors and consultants, and organizational payments for services and programs

Program Work

• Formatting slide decks, one pagers, and graphics
• Updating and maintaining organizational websites using Squarespace, including routine content updates, blog posts, event listings, and basic design adjustments
• Editing grant proposals, reports, and marketing materials
• Ensuring compliance with program regulations
• Provide outreach and logistical support for special projects

Other Duties / Shared Staff Responsibilities (10%)

• Support and participate in other campaigns, programs and organization-wide activities as needed. This position may also include spending time on organizational-wide (such as administrative support for electoral campaigns and fundraising tasks) as determined by organizational priorities and your supervisor.
• Provide administrative support to other organizations in the Resilient Strategies Network as needed.

Key Qualifications

As a prerequisite, the successful candidate must believe in the core values of the organizations in the Resilient Strategies network and be driven by our missions. The candidate should demonstrate a passion for breaking new ground to lead social change.

• Organized and detail-oriented: Takes initiative and pays attention to detail; builds and maintains systems that help them and others stay organized; understands the need for and is meticulous about documentation; has strong project management skills
• Relationship-oriented: Approachable and friendly; has strong communication skills, both written and verbal; establishes and maintains effective working relationships with all stakeholders in the course of the work
• Problem-solver: Able to propose solutions in situations with limited information; able to take charge and leadership in challenging and difficult situations; adapt to changing conditions and needs; uses initiative and sound independent judgment
• Website and design proficiency: Able to update and maintain organizational websites using Squarespace; basic design skills including layout, visual hierarchy, and brand consistency; comfortable making routine updates to web pages, blog posts, and event listings
• 3-5 years relevant experience
• Experience working with Airtable, EveryAction, Miro, Jotform, Mobilize, Action Network, Squarespace, Solidarity Tech, Canva, Zoom, Discord, Calendly, nextcloud, Google Suite

Physical Demands

• Able to work on a computer, including sitting at a desk, for extended periods of time with or without reasonable accommodation.
• Manual dexterity to operate a keyboard and other equipment
• Able to see or read a computer screen and printed material with or without vision aids.
• Able to speak clearly and in audible tones on the phone and in person and be understood by others.
• Able to hear and understand speech at audible levels and on the telephone.
• Able to understand and follow oral and written instructions.
• Able to occasionally lift objects weighing up to 25 pounds.
• Ability to reach, stoop, and kneel to operate equipment or arrange supplies.

Work Environment

• This is a hybrid/in-person role located in the San Francisco Bay Area. Offices are shared among employees.

Employment Terms

This position is 40 hours per week. This position has an estimated hourly rate of $31.25 - $38.46 (equivalent to a salary range of $65,000-$80,000). This position is non-exempt. We offer a competitive health benefits package that includes: medical, dental, vision, and a generous paid time off schedule.

How to Apply

Submit a resume and cover letter through this job portal: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=c858a322-00a0-4526-9713-59699ec1e4bf&ccId=9200987613998_2&jobId=579392&source=CC2&lang=en_US

Applications will be reviewed as received.

Aspen Collective Safety LLC contracts with Resilient Strategies LLC for backend and operational support including hiring and employment. Resilient Strategies is an equal opportunity, affirmative action employer. People who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply. Pursuant of the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment.