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Program Associate

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Published 6 days ago

The Program Associate reports to the Executive Director and is responsible for providing program, development, and general support for the organization’s program, development, and finance teams. The position is non-exempt and its duties include, but are not limited to:

Duties

Board Relations

  • Collect all board documents and file in google folder
  • Taking minutes at board meetings and essential board conversations

Program Support

  • Coordinate scholar data input reporting into Salesforce 
  • Create templates and procedures for calendaring the following meetings
  • Staff
  • Board
  • Standing Committee
  • Task force when needed
  • Community Calendar for key meetings for staff and board – shared calendar
  • Coordinate the Emergency Fund and Finish Line application process and implementation
  • Scholars/advisors send final draft to you 
  • Set folder for applicants/discussion/decisions
  • Set and facilitate meetings with task force

Development and Communications Support 

  • Ongoing maintenance/clean-up of Salesforce database to ensure accurate information
  • Run reports using Salesforce and Excel to continuously monitor data quality
  • Perform data entry and data management: enter/update all donor, volunteer, and vendor information; enter/update all activities, campaigns, donations, grants, and in-kind donations
  • Run reports for frequent mailings including email, direct mail, pledge reminders, etc.
  • Support ED in setting up meetings with Major Donors
  • Devise annual calendar with Communications Associate to 
  • Review and revise website monthly
  • Review and update Facebook, Instagram, and Twitter 
  • Coordinate all non-profit filings with Federal, State, and local agencies
  • Support ED in reviewing all external communication
  • Coordinate internal scholar, mentor, and board communication with advising staff
  • Monthly emails to scholars
  • Quarterly emails to mentors
  • Invitations to events/Registration to events
  • Reminders to scholars regarding semi-annual reports

Accounting/General Support 

  • Support the financial contractor
  • Collect mail from PO Box, YMCA, and Office
  • Submit deposit checks and reports to the financial contractor
  • Distribute checks to scholars and staff reimbursements
  • Coordinate dual check signing when necessary
  • Manage credit card use and receipts and submit monthly to financial contractor
  • Collect all W9’s needed for January deadlines
  • Follow up on with “failed” credit card contributions

Support and Organizational Coordination (Office, Events, Technology)

  • Coordinate office supplies, cleaning services, office maintenance
  • Perform general duties, undertake research projects, and handle other special projects as assigned
  • Review and revise and manage Google folder
  • Coordinate Technology calendar with social media contractor
  • Liaison with Event Planner
  • Coordinate plan for all major events
  • Summer Celebration(s)/Recognitions
  • Donor Appreciation
  • Fall Gala
  • Holiday Party
  • Mentor Appreciation
  • Other Small Group Activities

Qualifications

Preferred:

  • Bachelor’s Degree 
  • Organizational Management
  • Education
  • Communications
  • 5-7 years experience in small to medium-sized office
  • Racial Equity Awareness and appreciation
  • College application process
  • Worked with high school and college-aged students
  • “All hands on deck” mentality when necessary
  • Bilingual – Spanish/Mandarin
  • Some bookkeeping experience or understanding of basic accounting processes
  • Comfortable with various technological skills (see below)

Required:

  • Higher Education experience
  • 3-5 years experience in office setting
  • Appreciation and awareness of racial equity agenda
  • Organized
  • Personable among a diverse group of people (age, ethnicity, economics, lifestyle)
  • Believes that college is necessary for providing a multitude of social, emotional and economically opportunities
  • Self-motivated and proactive 
  • Detailed oriented/thorough
  • Multitasked driven
  • Computer literate and proficient with/or able to learn quickly
  • Salesforce
  • MailChimp
  • Website update
  • Microsoft Office applications
  • Google applications
  • Out of the box thinker
  • Kind, patient

Skills and Attributes

  • Ability to perform tasks with a high degree of accuracy and attention to detail, as well as an ability to take initiative and anticipate informational needs as situations and projects develop
  • Ability to compose correspondence and documents. Possess strong writing and editing skills and a critical eye for proofreading
  • Ability to exercise tact, diplomacy, judgment, and discretion, particularly related to sensitive or confidential information
  • A sense of humor, flexibility, and the ability to contribute to a collegial, respectful, and supportive office environment
  • Ability to lift and carry 20lbs (office supplies, event materials, etc.)
  • Can transport supplies; walk or drive to pick up or drop off mail

Compensation

This permanent position offers competitive compensation and benefits. 

The Program Associate reports to the Executive Director and is responsible for providing program, development, and general support for the organization’s program, development, and finance teams. The position is non-exempt and its duties…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    September 1, 2021
  • Application Deadline
    July 6, 2021
  • Education
    4-Year Degree Required

Benefits

This permanent position offers competitive compensation and benefits.

This permanent position offers competitive compensation and benefits.

Level of Language Proficiency

Conversational Spanish or Mandarin preferred but not required.

Conversational Spanish or Mandarin preferred but not required.

Location

Temporarily Remote
Work must be performed in or near Berkeley, CA
Associated Location
1654 University Ave, Berkeley, CA 94703, USA

How to Apply

Please submit your application through our website at https://berkeleyscholars.org/about/job-openings/.

Please submit your application through our website at https://berkeleyscholars.org/about/job-openings/.

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