ADMINISTRATION AND PROGRAMS COORDINATOR
Under the direction of Project Inform’s Director of Operations, this position is responsible for 1) ensuring effective day-to-day operations to support the organization’s work to end the HIV and hepatitis C epidemics, and 2) providing administrative support to End Hep C SF, a collaborative initiative to eliminate hepatitis C in San Francisco, of which Project Inform is a leading partner. The Administrative Assistant oversees office operations and staff support for a nonprofit organization of 10 employees. In addition, the Administrative Assistant works closely with the leadership of End Hep C SF to coordinate End Hep C SF meetings and events, communications, and grants management (50% FTE). This position is funded 50% by Project Inform’s general operating support and 50% by a grant specifically for supporting the further development of End Hep C SF.
This position offers a competitive salary, consistent with experience and skills. It is a full-time and benefitted position, including 100% paid medical and dental insurance, flexible spending accounts, 401k and company match, generous vacation and sick leave in addition to 13 paid holidays, ability to bring well-behaved dogs to work on occasion, and respect for your work-life balance.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Administrative Assistant will:
- Respond to inquiries made to the Project Inform general email box and phone line.
- Oversee day-to-day office management tasks of a small office: receiving visitors; handling routine inquiries; handling incoming and outgoing mail/packages; maintaining office supplies; upkeep of the space and its use.
- Manage facilities, including contractor/vendor relations, maintenance and landlord relations.
- Proactively streamline operations processes to ensure efficiency in effort and cost.
- Facilitate communication with IT and other office consultants.
- Manage equipment procurement, inventory and space planning.
- Assist the Executive Director as needed.
- Act as the primary point of contact for the staff needs and questions and provide answers and/or direct them appropriately.
- Manage janitorial services provider.
- Manage volunteer groups, including internship program.
- Copy, assemble, and distribute materials for meetings and events.
- Provide logistical coordination for various meetings and events, including coordinating space and ordering refreshments for attendees.
- Create fliers and other outreach materials for End Hep C SF events.
- Manage the online communications portal (GroupSite) for End Hep C SF partners, including enrollment, posting of meeting agendas and minutes, and sending of meeting reminders.
- Manage social media accounts and engagement for End Hep C SF.
- Assist with End Hep C SF grants management, tracking all due dates and reporting requirements and assembling and submitting grant proposals and progress reports.
- Track End Hep C SF’s workgroup activities for evaluation and progress reports.
- Invoice End Hep C SF’s fiscal sponsor for initiative-related expenses.
- Manage the End Hep C SF budget document ensuring grant funds and expenses are accurately reflected.
- Organize venues and call-in lines for End Hep C SF meetings and events.
- Take notes at End Hep C SF meetings.
- Take on special projects and assist when unexpected urgent matters arise.
- Associate degree or equivalent experience.
- At least two to three years of administrative support experience.
- Bachelor’s degree or equivalent experience.
- Grants Administration.
Other Skills, Knowledge, and Abilities
- Ability to work both independently and collaboratively.
- Adaptable and dedicated.
- An expert multi-tasker who manages tasks efficiently and can prioritize like a champ.
- An organizational pro who can always find a more efficient way and can economize while at it.
- A quick learner and self-starter.
- Two+ years of work experience in Office Management, Facilities Management, or similar roles/responsibilities.
- Enthusiastic: Pride in your work shows in everything you do.
- Excellent interpersonal and communication skills.
- Strong computer skills (Word, PowerPoint, Excel, Google Apps, etc) required.
- Exceptional time management, planning, problem solving and decision-making abilities.
- Efficient, with strong attention to detail.
- Ability to take charge in unexpected situations and deliver effective solutions.
- Previous event experience a big plus.
- Interest in HIV, hepatitis C, harm reduction, and/or social justice a plus.
- Walk Occasionally
- Sit Frequently
- Handling / Fingering Occasionally
- Reach Outward Occasionally
- Reach Above Shoulder Occasionally
- Climb, Crawl, Kneel, Bend Occasionally
- Lift / Carry Occasionally – Up to 50 lbs
- Push/Pull Occasionally – Up to 50 lbs
- See Constantly
- Taste/ Smell Not Applicable
Not Applicable Not required for essential functions
Occasionally (0 – 2 hrs/day)
Frequently (2 – 5 hrs/day)
Constantly (5+ hrs/day)
General Office Setting. Dog friendly.
EXPECTED HOURS OF WORK
40 hours per week, occasional evening work (once or twice per quarter), and rare weekend hours (once or twice per year).
Interested individuals should submit a resume and cover letter for consideration to email@example.com.