Administrative Associate

Job Type

Full Time
Contract

Salary

Minimum: $40,000
Maximum: $50,000
Details: Commensurate upon experience

Published

08/01/2018

Start Date

08/27/2018

Application Deadline

08/17/2018

Address

350 S. Bixel Street, Suite 180
Los Angeles
CA
90017
United States

Description

Overview: Center for Powerful Public Schools is an established educational non-profit that provides leadership for school reform in Southern California by building the capacity of educators to create and sustain powerful public schools that prepare every student for college, career, and life. The Center is at the forefront of implementing key reforms that honor teacher leadership and collaboration and local control of public schools. We believe that powerful public schools are essential to an equitable society, economy and democracy. 


Scope of Work: The Administrative Associate maintains a positive and efficient non-profit office environment by providing executive director, administrative, technical and clerical support.


Responsibilities: The Administrative Associate reports to the Executive Director and the Finance and Operations Director and is responsible for office operations including serving as the Center’s first point of contact, supporting the executive director, supporting accounting, communication and IT, ensuring streamlined office logistics and providing event and database management.


1.    Office Front-Line

●     Greet public and clients

●     Respond to and route telephone calls and messages and general emails

●     Collect, sort and distribute incoming mail and shipments, coordinate messenger services and prepare outgoing

mail

●     Maintain inventory of office supplies and promotional materials and order supplies as needed

●     Maintain office calendar

●     Take notes at staff meetings and distribute meeting notes and materials

●     Ensure office equipment is properly maintained and serviced

●     Keep office, workroom, kitchen organized

●     Monitor and maintain office safety and emergency preparedness

●     Perform work-related errands


2.    Executive Director Support

●     Maintains executive director’s appointment schedule by planning and scheduling meetings, teleconferences

and travel arrangements

●     Supports executive director by drafting letters, collecting and analyzing information and taking minutes at

meetings

●     Supports board meeting preparation, logistics and takes board minutes

●     Assist with additional tasks as assigned


3.    Accounting and HR Support

●     Open all general mail and log checks

●     Post documents, invoices and payments on the Center accounting portal

●     Coordinate and maintain administrative records such as parking, mileage reimbursements, and business credit

card statements and receipts

●     Ensure all files and paperwork are up to date, on Quick Books and secure


4.    Event Planning

●     Plan and implement all meeting, workshop and event logistics including event advertising, online registration,

booking meeting space, managing event budgets, ordering supplies and on-site event logistics

●     Prepare workshop materials

●     Maintain event directory including caterers, event venues and vendors


4.    Tech Savvy

●     Update and maintain Excel databases such as mailing lists, client lists and event lists

●     Maintain inventory of office technology

●     Ensure office technology is maintained and troubleshoot technical issues including phone and IT system,

Microsoft SharePoint files and staff laptops


Qualifications

•      4+ years administrative experience

•      Non-profit experience preferred

•      Executive assistant experience preferred

•      Knowledge of clerical and basic accounting practices and procedures

•      Experience with event planning and logistics

•      Tech skills including:

▪      Experience with Apple operating systems and Google Docs

▪      Proficiency with MS Office Suite including SharePoint, Excel and MS Word

▪      Data management and event software and social media experience


Key Competencies, Skills and Attributes

●     Effective work and time management skills

●     Attention to detail and high level of accuracy

●     Self-starter, sets goals, generates plans and takes action based on intended outcomes

●     Exceptional interpersonal skills, demonstrates teamwork and collaboration

●     Strong communicator, listens actively and responds clearly and appropriately, orally and in writing

●     Professional and growth-oriented, seeks to improve and develop professional expertise

●     Flexible problem solver, able to prioritize multiple scenarios and needs

●     Honest, ethical and trustworthy, maintains strict confidentiality in HR and accounting duties

●     Commitment to equity, access and choice for all individuals

●     Cultural awareness and sensitivity, able to work with diverse teams and individuals with confidence, respect

and empathy

Benefits

Medical - Cal Choice HMO 25 Premium Fully Paid for Employee along with Dental and Vision Plans, 403(b) Plan, FLEX Plan, SS/Medicare and Workers Comp

Professional Level

Professional

Minimum Education Required

2-year degree

How To Apply

jfauci@powerfuled.org
http://www.powerfuled.org

Email cover letter, resume and at least three references to jfauci@powerfuled.org


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