Administrative Specialist

About the organization:

The mission of the Washington State Coalition Against Domestic Violence is to mobilize our member programs and allies to end domestic violence through advocacy and action for social change. We improve how communities respond to violence and create a social intolerance for abuse, support our 69+ member programs across the state, and inform the public. Guided by our Theory of Change, we work to undo the root causes of violence, building racial equity, economic justice, and gender and reproductive liberation to create a world where all people can live and love freely without fear. WSCADV’s team approach facilitates the sharing of power and responsibility across positions.

About the position:

We are seeking someone who enjoys and takes pride in administrative support roles. This position will provide support for WSCADV’s work in supporting domestic violence and sexual assault programs statewide, as well as for supporting our general trainings, events, and operations.

Attending in-person meetings and events and occasional overnight travel are required. Meetings are typically in Seattle, and they may occasionally take place around the state. Valid driver’s license and/or ability to travel (e.g., trainings, meetings) locally and out of area, as well as proof of COVID vaccination, are required.

Primary Responsibilities:

1. Sexual Assault and Domestic Violence coalition support: Provide administrative support for Coalition activities. Typical tasks include:
   1. Schedule and arrange meeting logistics, including publicity, registration, venues, catering, agendas, hybrid meeting logistics, interpreters, staff travel, and materials, etc.
   2. Prioritize, route, and/or respond to emails, requests, and incoming information from member program and/or public.
   3. Maintain current contact lists of member programs and stand-alone sexual assault organizations across the State of Washington.
   4. Participate in Admin team meetings, planning processes, and provide additional capacity support for Admin team functions and deliverables.
   5. Provide administrative support for WSCADV projects and activities as requested.
   6. Organize and maintain current tracking systems and spreadsheets for contract deliverables and project budgets. (e.g., OVW state coalitions grant)/
   7. Reconcile expenses for project activities in coordination with finance team.
   8. Assist with gathering narrative and financial info for grant reports and submitting reports online as directed.
   9. Provide administrative support to contract leaders and signers for grant-related activities.
2. Major Events Support: Provide administrative support for WSCADV major events including Annual Conference, All-staff meetings, staff & board training courses, fundraisers and Advocacy Day. Typical tasks include:
   1. Provide intensive administrative support for WSCADV events
   2. Work closely with project leaders and provide administrative support services to ensure quality events, fundraisers and member/community engagement.
   3. Provide support in budget tracking, expense reconciliation and provide consistent updates to relevant WSCADV staff.
   4. Establish and maintain professional working relationships with key WSCADV stakeholders such as donors, funders, service providers, etc.
   5. Assist with tracking and updating project management lists such as Asana, or other tools.
3. Admin Team Support Member:

Work as an admin team member to provide back-end production and logistical support to ensure smooth production for WSCADV trainings, webinars, conferences, etc. Typical tasks include but are not limited to:

1. 1. Create publicity and online registration materials and manage registration.
   2. Book venues, catering, interpreters, and occasional travel.
   3. Membership training, board & webinars logistics and support.
   4. Draft, process, and track contracts and respond to questions from contractors and consultants (e.g., webinar presenters or interpreters);
   5. Provide basic IT support and serve as liaison for interpreters during webinars.
   6. Provide pre and post event administrative support to ensure quality and attendance tracking.
   7. Reconcile payments related to WSCADV events and programming.
   8. Provide administrative support for logistics around staff hiring and departures (e.g., posting, organizing applications, scheduling, onboarding).
   9. Maintain internal rosters and records.
   10. Attend office storage as needed, e.g., inventory, supplies, general orderliness.
   11. Assist with organizing and coordinating staff meetings
   12. Assist with internal tracking calendar of WSCADV events.
   13. Make entries in check log and deposit checks as needed.
   14. Collaborate closely with Admin Team co-workers.
   15. Work in close partnership with lead staff on assigned projects.
2. Teamwork and other general WSCADV staff member duties:

• Perform other general WSCADV staff duties related to the annual conference, Advocacy Days, and other duties as assigned.
• Participate in domestic violence, multicultural, and anti-oppression activities and training and perform all work in a culturally responsive manner consistent with WSCADV’s mission, Theory of Change, and Principles of Unity.

Qualifications

Required Qualifications:

• Minimum over two (2+) years of experience providing administrative support and/or event planning.
• Project administration skills, including ability to organize projects and create spreadsheets, timelines, and simple databases and budgets.
• Ability to plan, organize and successfully execute work plans related to events, projects and fundraisers.
• Technology proficiency:
• Microsoft Office products including Office 365
• Zoom platform
• Proficiency or ability to quickly learn: MailJet, WordPress, Adobe Creative Cloud, Coalition Manager (data management), Asana, Canva, Bamboo HR, or similar software.
• Working knowledge and high degree of comfort with hardware and software used in a business setting. Ability to keep up to date with developments in office tech.
• Efficient self-starter with excellent ability to plan logistics, problem-solve, and help keep people and teams on track.
• Excellent communication skills. Willing and able to make phone calls. Good basic business writing skills.
• Ability to maintain a patient, respectful, and efficient approach to working with diverse colleagues, stakeholders, and community members to further the work and interests of WSCADV.
• Ability to work independently, collaborate and contribute to teams, and complete tasks in a primarily remote environment.
• Adept at balancing multiple projects and requests for help.

Preferred Qualifications:

• Familiarity with domestic violence and sexual assault nonprofits and Tribal organizations.
• Spanish, ASL, or other oral and written proficiency in languages common to Washington state is a plus.

For All Staff, we want to see:

• • Knowledge of racial, economic, and gender justice issues and/or willingness to learn.
  • Commitment to supporting WSCADV’s mission, Theory of Change, and Principles of Unity.
  • Ability to foresee, solve problems and meet deadlines in a professional, positive manner.
  • Strong ability to work collaboratively, build trust, and be flexible with coworkers, community partners, and organizations from a wide range of backgrounds in a predominantly remote environment.
  • Demonstrated spirit of cooperation and ability to build positive working relationships in an interactive, productive, team environment.
  • Flexible with ability to learn and adapt to changes in duties, processes, and technologies in an evolving nonprofit and as part of the movement to end violence.