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Administrative Assistant/Office Coordinator

Posted by
Shinnyo-en Foundation
|
San Bruno, CA
New
|
Published 27 days ago

Administrative Assistant/Office Coordinator

Shinnyo-en Foundation

This position provides operational, programmatic, and administrative support for the Shinnyo-en Foundation office; as well as being the primary person responsible for the management of the Foundation website (willing to train).

Operational, programmatic, and administrative duties include: researching, organizing, and compiling information; coordinating activities and/or outside services. Maintain data, and generate and format reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, and database management. The aforementioned will be performed under the direction of the Program Director and Grants Manager who provide duties related to the tracking and filing of programs and grants related documents and correspondence.

Administrative Responsibilities

·      Coordinates logistics for programs, including travel arrangements for participants and create schedule or itinerary.

·      Provides printing or multimedia support to promote programs and events, such as creating flyers and slideshows, and attends program related functions, as needed.

·      Coordinates and manages scheduling, including keeping track of due dates for participant applications and deposits for vendors.

·      Maintains program calendars and master lists of program participants.

·      Coordinates with outside service providers or vendors, including caterers, retreat centers, hotels, and AV suppliers, etc.

·      Coordinates and prepares for program related and Board of Directors’ meetings, including printing and preparing the Board meeting binders, setting-up meeting spaces with snacks, meals and beverages, and cleaning up afterwards, as needed.

·      Helps prepare annual program budgets and related expense reports for Programs and Grants expenses, and credit card reconciliations.

·      Takes meeting notes and may also be asked to prepare reports and spreadsheets.

·      May be asked to do some due diligence on grantee and partner organizations, as well as sending out check requests and checks (by using e-signature system).

·      Organizes and maintains both paper and electronic office files.

·      Helps to manage office inventory and supplies, and place purchase orders as needed.

·      Represents the Foundation at public venues as needed.

·      First in line to answer Foundation phones.

·      Performs other duties as assigned.



Website Responsibilities

·      Works closely with Program Director and Grants Manager to invite new website postings, coordinates with contributors for the writing of articles and photos, and uploads them in a timely manner.

·      Takes and sorts out program photos, as needed, uploads professionally produced videos, and maintains photo and video galleries on the website.

·      Maintains technical and artistic integrity of the website content and design, which will motivate, inform, and intrigue users to regularly access the website and use it for information.

·      Seeks out users and colleagues to gather feedback for improvement and enhancements.

·      Maintains and helps coordinate upgrades to hardware and software.

Qualifications

·      College degree or a minimum of 2-year work experience desirable.

·      Proficiency with Microsoft Office, and the experiences with desk-top publishing software, such as Photoshop and Word Press, and promotional material development programs, such as Canva and Animoto, desirable.

·      Excellent written and verbal communication skills.

·      Attention to detail; strong time-management and organizational skills.

·      Willingness to travel and work on weekends occasionally.

·      Ability to work independently with little supervision.

·      Ability to prioritize, problem-solve, and multi-task.

·      Takes initiative and anticipates upcoming tasks to help SEF staff in Programs, Grants, & Administrative matters.

·      Potentially hybrid scheduling with a combination of office and remote work. Breakdown depends on particular task(s) to be done, personal effectiveness in both home and office settings, and work schedule of supervising staff. 

Administrative Assistant/Office Coordinator

Shinnyo-en Foundation

This position provides operational, programmatic, and administrative support for the Shinnyo-en Foundation office; as well as being the primary person responsible…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    June 1, 2022
  • Application Deadline
    May 19, 2022
  • Education
    4-Year Degree Required
  • Experience Level
    Entry level

Location

Temporarily Remote
Work must be performed in or near San Bruno, CA
Associated Location
851 Traeger Ave, San Bruno, CA 94066, USA
Suite 208

How to Apply

Please submit your a cover letter and resume addressed to the Director of Administration, Rene Encarnacion.

Please submit your a cover letter and resume addressed to the Director of Administration, Rene Encarnacion.

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