Administrative & Development Assistant

Employer:  San Francisco Court Appointed Special Advocates

Position:     Administrative & Development Assistant

Status:         Full-time (40 hours per week), non-exempt

Posted:        February 2021, open until filled

Organization Overview

Through advocacy and mentorship, San Francisco Court Appointed Special Advocates (SFCASA) empowers community members to stand up for a foster child and champion their rights in court. SFCASA recruits, trains and provides ongoing support to community volunteers serving as officers of the court to advocate for the best interests of abused and neglected children in the foster care system. Through sustained, personal attention, SFCASA creates positive change in children’s lives, providing children with hope, stability and opportunities to thrive in preparation for healthy, productive adult lives. More information can be found at www.sfcasa.org.

Position Overview

The Administrative & Development Assistant has primary responsibility for providing administrative support to the Executive Director while also supporting critical aspects of SFCASA’s Board of Directors, donor relations, and office operations. Under the direct supervision of the Executive Director and working closely with the Director of Development and the Controller, the Administrative & Development Assistant will play a role in supporting SFCASA’s growth and development. 

Responsibilities

Executive, Board of Directors, and Administrative Support

• Provide administrative support to the Executive Director by effectively responding to communications on their behalf and acting as primary point of contact between the Executive Director and external stakeholders
• Maintain a well-organized and accurate calendar and coordinate internal and external appointments and meetings for Executive Director including with donors
• Assist with meeting preparation, logistics, and tracking of follow-up action items
• Assist with data entry and database reporting on Executive Director’s priorities
• Schedule and prepare all Board meetings, including tracking calendar invitations, preparing Board materials, arranging catering, updating attendance, and compiling detailed minutes
• Coordinate and schedule All Staff meetings and Board committee meetings/calls
• Support the onboarding and orientation of new Board members
• Coordinate and support Board use of online
• Manage supplies and equipment (copier, postage machine, etc.) for the office
• Provide back-up front desk/reception coverage
• Answer phones, direct calls, respond to and/or forward voice messages
• Receive, process and distribute incoming mail
• Send timesheet reminders and collect approved timesheets for payroll entry
• Assist in file maintenance and storage based on document retention policy
• Assist in ensuring that common areas, including copy area, supply closet, kitchen, and staff mailboxes, are well organized and effectively meet the needs of staff
• Assist with volunteer screenings, background clearance and reference checks

Development and Donor Relations Support

• Support the Executive Director’s cultivation and stewardship of new and existing donors
• Record all donations in Salesforce twice weekly and create personalized acknowledgments
• Prepare regular donation deposit reports for finance department
• Ensure major donors receive personal acknowledgment from a Board member
• Assist in creating donor mailings, appeals, invitations and annual reports

Additional Responsibilities

• Establish and maintain effective, collegial working relationships with SFCASA staff, Board, volunteers, donors, partner agencies, and other external stakeholders
• Other duties as assigned; non-essential job duties, non-related responsibilities and other tasks as required by the Executive Director and Agency may be assigned from time to time – SFCASA is a small non-profit organization requiring flexibility from its staff

Qualifications and Requirements

• Bachelor’s degree required
• 2-4 years of administrative support experience
• Advanced competence in Microsoft Word, Excel, PowerPoint and Outlook
• Excellent written and oral communication skills
• Experience in a development, marketing or customer service field ideal
• Must pass a comprehensive background check (after offer)
• Comfortable with learning and utilizing new software programs; experience with Salesforce or other database preferred
• Demonstrated respect of all people regardless of socioeconomic background, culture, religion, sexual orientation, disability or gender and experience working with culturally diverse populations
• Ability to maintain confidentiality and exercise diplomacy and discretion in communications
• Demonstrated capacity to exercise sound judgment and take initiative to problem solve in order to serve the needs of multiple stakeholders
• Friendly and approachable demeanor, positive attitude, and genuine interest in interacting with staff, volunteers, Board, and donors
• Detail-oriented and proactive self-starter with strong attention to detail who can anticipate needs of others and accept/adapt to feedback
• Flexibility with hours required, including some evenings and weekends
• Bilingual candidates and BIPOC are encouraged to apply
• SFCASA is committed to centering and supporting the voices of former foster youth. Applicants with lived experiences of the dependency system and/or other system involvement are highly encouraged to apply.