Program Administrator

About Aurora Commons & Slack Global Consulting

Aurora Commons exists to work in community with other changemakers towards a more liberated, more just, and more interconnected future. To that end, we embody a Whole Planet—Whole People—Whole Power approach: We believe that liberation, justice, and equity will come for all living beings when our social norms, policies, worldviews, structures, and relationships enable all of us to be both different and whole together—free of supremacy and oppression.

Slack Global Consulting helps organizations and individuals create meaningful ways to communicate, learn and make informed choices. If you are considering new opportunities, attempting to navigate a difficult decision or plan for the future, SGC will help you explore the answers with inclusive inquiry, training, facilitation, coaching or strategy development.

Together, we work with a range of organizations including funders, 501(c)(3) nonprofits, government agencies and electoral entities like 501(c)(4)s. These organizations and individuals are bringing about racial justice, climate justice, LGBTQ justice, reproductive justice, economic justice, and more. We particularly specialize in working with the power-building ecosystem: organizing, policy, advocacy, legal, and grantmaking groups that advance democracy and liberation. Our projects include support for:

• Ways for people to share power (e.g., co-governance and shared leadership);
• Strategy development;
• Retreats for healing, community building, and team building;
• Transformational coaching; and
• Field-level and organizational research on building power, capacity, and equity.

Aurora Commons and Slack Global Consulting are seeking a Program Administrator to support two principal consultants in administration and consulting. This is an hourly contract position located in Southern California.

Position Summary

The Program Administrator ensures that different parts of a project align and weave into a complete tapestry, anticipates and troubleshoots issues (e.g., relational, procedural, timing, quality, etc.), and builds relationships with other people to engage them in producing high-quality and on-time deliverables. The Administrator has the initiative, expertise, and discernment to generate “client ready” results. At the same time, they are a team player - delegating and collaborating where appropriate.

Responsibilities

Administrative Support

The Program Administrator will support administrative needs. This entails:

• Schedule interviews, meetings and focus groups via email, Google Calendar, and Google Forms/Doodle for larger projects across different time zones
• Coordinate travel arrangements for consultants and staff
• Draft correspondence and communications materials
• Create and update spreadsheets
• Data entry and notetaking
• Organize email account, files, folders, and documents
• Meet regularly with principal consultants and our teams

Finance Support

The Program Administrator will support bookkeeping needs. This entails:

• Oversee receipt tracking & filing for annual tax filings
• Generate and track invoices to contractors, vendors, and others
• Track contractor payments and expenses
• Manage database of contractors and their 1099 information

Consulting Support

The Program Administrator will produce research analyses and draft, design, and copy edit documents. Responsibilities include:

Administrative Support

• Client management including onboarding, contracting, maintaining client tracking documents, monthly invoicing and billing, budget tracking
• Coordinate with principal consultants to support client needs and deliverables
• Creation of documents, charts and tools for client or partner collaboration

Research and Data Management

• Complete google research and format findings to share with team internally or client externally
• Draft and design surveys (e.g., on Google Forms)
• Analyze surveys, interviews, and focus groups (e.g., data clustering)
• Process audio interviews and generate transcripts (Descript software); Utilize AI software where helpful to edit and narrow down transcript responses, or identify themes

Design

• Draft and design reports (including PowerPoint, Word, Canva, or other presentation formats).
• Design graphics, handouts, signage, external products or more based up on the client, project or deliverable

Event Support

The Program Administrator supports Lead Event Planners with all communications, materials, and logistical support. This would include:

• Conduct outreach, recruitment, and high-touch communications with participants
• Coordinate with vendors for facilities, accommodations, food, audiovisual, transportation, interpretation, supplies, and other logistical needs
• Develop and update event documents and spreadsheets for registration, logistics, and agendas
• Prepare slide decks, external agendas, facilitation agenda templates and other materials for events
• Provide technical support and notetaking for Zoom meetings
• Provide in-person logistical support
• Develop polished notes and synopses for meetings and events
• Develop content such as videos and social media posts
• Receive and track reimbursements or other payments for events
• Support the overall design and logistics planning for the event in partnership with content and facilitation needs

Other Responsibilities:

• Back up support to other staff as needed, including archiving, tracking fundraising efforts, and other tasks to be determined.

Qualifications

• Three (3) or more years of administrative experience
• Two or more years of event coordination and outreach experience
• Experience providing consulting support to multiple clients or teams (preferred)
• Experience with Google Calendar, Google Drive, Zoom, Canva and other presentation software, video editing applications, and Microsoft Office Suite including Outlook, Word, Calendar and Excel
• Experience with creating and maintaining tracking documents
• Experience with invoicing and billing
• Experience with budget tracking (preferred)
• Experience with qualitative research analysis (summaries, theme extraction, etc.)

What You Bring

• A racial justice analysis that is actively and continually deepened
• Commitment to racial justice, people power, and the planet
• Flexible, consistent and timely with communication and all deliverables.
• Self organized and able to "manage up" as needed to move project pieces along
• Persistent in getting in touch with people (email, text, phone call, etc.)
• Detail oriented (catches things before they fall between cracks, sees grammar errors, notices visual inconsistencies, etc.)
• Experienced with virtual filing and organizing
• Creative in getting around problems (e.g., if there is a glitch in zoom, being able to figure out a solution in real time with participants)
• Prepared for meetings (and can lead check-ins on recent tasks with principals as needed)
• Consistent with regular and recurring roles and responsibilities; willingness and flexibility to take on emerging project needs
• Communicative around emerging needs, willing to receive and share feedback in an honest, open and reflective way
• Ability to work virtually and in person in Los Angeles County

Compensation

This is a contract position paying $45 per hour, no benefits. We anticipate that it will be a minimum of 30 hours per week, up to 50 hours for events. Position will be paid through Upwork.

Interested?

Send your resume and cover letter to info@AuroraCommons.com. In your cover letter, please confirm that you are located in or near LA and that you are able to work in-person at group events.