Administrative Coordinator

About Us

The pretrial stage is a critical juncture in the larger criminal justice process; whether or not someone gets out of custody after arrest is a major determinant of the ultimate outcome of the case, as those who remain in jail are more likely to face a conviction than those who are released. In addition, the presumption of innocence and constitutional protections against excessive bail are two of our most foundational legal principles. Despite these facts, and against the backdrop of mass incarceration nationwide, jail populations in San Francisco and across the country are disproportionately composed of pretrial individuals.

We work to address this critical issue by providing alternatives to pretrial incarceration. By doing so, the San Francisco Pretrial Diversion Project does its part to prevent unjust harm and unnecessary incarceration while prioritizing public safety and court appearances rather than languishing in jail, arrested people can be released to our services to receive care, support, case management, and referrals to outside treatment providers. Our services are diverse and wide-ranging in recognition of the many needs that justice-involved people may have. Further, San Francisco has been the seat of new bail reform initiatives in California, which has afforded us the opportunity to continue to grow and build on our 50 years of experience overseeing pretrial services in the City and County.

Summary

The Administrative Coordinator is a highly organized, proactive, and discreet professional who provides essential administrative and operational support across SF Pretrial’s executive team and Board of Directors. This role is the connective tissue of our executive office — managing priorities, coordinating communications, supporting board governance, and ensuring the smooth day-to-day operation of the organization.

This position reports to the HR Director and works closely with the CEO, Operations Manager, and the broader executive team in a fast-paced, mission-driven environment.

Qualifications

Essential Duties and Responsibilities

HR Director Support

• Support onboarding and offboarding processes, including preparation of materials, scheduling,clearances and logistics
• Assist with coordination of recruitment logistics — posting of job announcements, scheduling interviews, tracking candidates, and communicating with applicants
• Maintain and organize confidential HR files, records, and databases in compliance with applicable laws and organizational policies
• Assist in planning and coordinating staff events, trainings, and all-staff meetings
• Assist HR Director with tasks related to benefits administration

CEO Support — Board & Executive Administration

• Coordinate board meeting logistics, including scheduling, agenda preparation, materials compilation, and distribution to board members
• Record and distribute board meeting minutes; maintain board governance files and documentation
• Provide administrative support for special projects and events

Executive Team & Cross-Functional Support (20%)

• Provide administrative support for executive, leadership and all staff meetings, including agenda preparation, logistics, and note-taking
• Coordinate internal communications and help facilitate information flow across departments
• Handle special projects and other administrative duties as assigned by senior leadership

Client Support & Operations Manager Support

• Support IT and vendor communications and facilities-related logistics
• Support procurement processes, including obtaining quotes and processing purchase orders
• Provide backup support for Operations manager when they are out of the office

Perform other duties as assigned, developed, or directed.

Supervisory Responsibility

None.

Qualification Requirements

Vaccination Requirement: Based on recommendations from the CDC and other health agencies; and due to the work we do in the jails, SFPDP recommends that employees get vaccinated in order to prevent them contracting the virus. This is also recommended to prevent the spread of the virus to others in our workplace. Currently, SFPDP does not require employees to be vaccinated. Employees who have not been vaccinated are also recommended to wear a mask while in the workplace to prevent contracting/spreading the virus; however, this is not required. This policy may change based on recommendations from the CDC and other health agencies.

Education and/or Experience: 3–5 years of progressive administrative or executive assistant experience. Non-Profit experience preferred.

• Demonstrated ability to support multiple stakeholders simultaneously with professionalism and discretion
• Strong calendar management and organizational skills with exceptional attention to detail
• Experience supporting board governance functions, including meeting coordination and minutes
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace
• Ability to handle sensitive and confidential information with the highest level of integrity
• Self-starter with strong follow-through and the ability to prioritize in a dynamic environment

Compensation & Benefits Include:

• Comprehensive benefits package including health, dental, vision, and life insurance
• 403(b) retirement plan
• Generous paid time off (23 vacation days, 14 holidays, floating birthday)