Office and Administrative Coordinator

Resilient Strategies and Center for Empowered Politics Education Fund

Office and Administrative Coordinator

About the Organizations

Resilient Strategies (RS) is an organization that provides nimble, scaleable, and values-aligned back office operations to respond to the needs of organizing, political, and campaign demands while maintaining compliance and efficiency for our partner organizations working for social justice. Within the Resilient Strategies Network, partner organizations can tap into the benefits of easily sharing staff and resources across multiple political projects (whether they be 501c3s, 501c4s, PACs, or other entities) with a consolidated backend to handle financial and legal services, cost allocation, human resources and payroll/benefits management, grants and contract management, technology infrastructure and support, and other core services.

The Center for Empowered Politics (CEP) and the sister organization the Center for Empowered Politics Education Fund​ (CEPEF) is a practitioner-led movement capacity organization that trains and develops new leaders of color to grow their power building and co-governing infrastructure. In addition, CEPEF provides capacity building support (i.e. executive coaching, peer coaching, organizational development, fund development) for fiscally-sponsored projects.

This position is shared 50/50 between RS and CEPEF.

Position Overview

The Office and Administrative Coordinator reports directly to the Project Manager & Executive Coordinator to maintain and improve our 10,000 square foot Oakland office. The Office and Administrative Coordinator understands that our shared physical space is a site where our organizational values can be realized, and strives to engender a relational and accountable community atmosphere. In their role with the Center for Empowered Politics (CEP) & the Center for Empowered Politics Education Fund (CEPEF), the Office and Administrative Coordinator will provide administrative and operational support to CEP(EF) projects, events, and organizational needs.

Responsibilities

The following responsibilities are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this manner. Duties, responsibilities, and activities may change at any time with or without notice.

Systems Maintenance and Development (20%)

Create and maintain systems for overall shared space best practices that keep employees and subtenants informed and cultivate community.

• Act as liaison between tenants and building management
• Manage communications between office management and office users; plan and facilitate floor-wide point people meetings again
• Conduct space orientations for new staff
• Create and manage practices for shared maintenance of common spaces (ex: kitchen, lounge, supply room)
• Establish community agreements and maintain an adaptive eye toward them, noticing when needs are not being met
• Address workspace / individual needs (ergonomics, lactation room, ADA accessible spaces, etc.)

Operations and Facility (25%)

• Order and maintain stock of supplies. Maintain systems to keep track of items borrowed by staff, subtenants, or network partner organizations
• Manage security and access to the suite floor, including keeping an inventory of keys and fobs for staff and subtenants
• Process and distribute mail
• Maintain overall structural maintenance and submit support requests when needed (ex: issues with water, heating, or electrical systems; feedback on cleaning)
• Work in partnership with the Tech Team to ensure our office technology is efficient and secure
• Identify, recommend, and implement space improvements
• Act as an office representative for space rentals
• Support with office community building activities

CEP(EF) Administrative and Operations Support (45%)

• Program and project support tasks such as collecting and submitting: invoices, contracts with vendors and consultants, and organizational payments for services and programs
• Updating and maintaining airtable or CRM for allies, participants, and donors
• Event and retreat logistics such as: venue reservations, payments, and communication, ordering food or supplies, coordinating staff or participant travel, and day-of logistics support
• Ordering, packing and mailing gifts to program participants, consultants, donors, etc.
• Other administrative support for Leadership Team members as needed such as: scheduling support, notes and summations, or compiling resources and information, processing organizational donations or sponsorships, etc.

Other Duties / Shared Staff Responsibilities (10%)

• Support and participate in other CEPEF and RS campaigns, programs and organization-wide activities as needed. This position may also include spending time on organizational-wide (such as administrative support for electoral campaigns and fundraising tasks) as determined by organizational priorities and your supervisor.

Preferred Qualifications:

• Organized and detail-oriented: Takes initiative and pays attention to detail; builds and maintains systems that help them and others stay organized; understands the need for and is meticulous about documentation; has strong project management skills
• Relationship-oriented: Approachable and friendly; has strong communication skills, both written and verbal; establishes and maintains effective working relationships with all stakeholders in the course of the work
• Problem-solver: Able to propose solutions in situations with limited information; able to take charge and leadership in challenging and difficult situations; adapt to changing conditions and needs; uses initiative and sound independent judgment
• 3-5 years relevant experience
  • Experience in office management or administrative support capacities
• Valid driver’s license, good driving record, and a reliable vehicle

Physical Demands

• Able to work on a computer, including sitting at a desk, for extended periods of time with or without reasonable accommodation.
• Manual dexterity to operate a keyboard and other equipment
• Able to see or read a computer screen and printed material with or without vision aids.
• Able to speak clearly and in audible tones on the phone and in person and be understood by others.
• Able to hear and understand speech at audible levels and on the telephone.
• Able to understand and follow oral and written instructions.
• Able to occasionally lift objects weighing up to 25 pounds.
• Ability to reach, stoop, and kneel to operate equipment or arrange supplies

Work Environment

• This is an in-person role that will require the employee to be at the downtown Oakland office at least 4 days per week. Offices are shared among employees.

Employment Terms

This position is 40 hours per week. This position has an estimated salary range of $65,000 - $75,000. This position is non-exempt. We offer a competitive health benefits package that includes: medical, dental, vision, and a generous paid time off schedule.

How to Apply

Submit a resume and cover letter through this job portal. https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=c858a322-00a0-4526-9713-59699ec1e4bf&ccId=9200104412406_2&jobId=564156&source=CC2&lang=en_US

Applications will be reviewed as received.

Resilient Strategies is an equal opportunity, affirmative action employer. Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply. Pursuant of the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment.