Administrative & Development Associate
5 days ago
Hayward
Job Description Spectrum Community Services enhances the quality of life for older adults and residents experiencing low income in Alameda County. For over 50 years Spectrum has continually developed and adapted our programs to meet the ever-changing, real needs of our community. These programs currently are: Low Income Home Energy Assistance (LIHEAP), and Weatherization, Fall Prevention, (senior injury prevention), Connect (telephone & in-person visiting), and a Senior Nutrition Program including Meals on Wheels (home-delivered) and Senior Meals (congregate). The Administrative & Development Associate will support the organization in multiple roles of office manager, executive assistant, and grant contracts coordinator. A highly organized and detailed oriented person will thrive in this position while improving the lives of residents in our community through programs support and fundraising efforts. A proactive, independent position, this individual reports to the Deputy Executive Director and will work closely with the Executive Director and Chief Financial Officer while also supporting Program Managers and the Board of Directors. We strongly encourage you to apply if you are from a marginalized or underrepresented group. Some candidates may see a long list of job requirements and feel discouraged because they don’t match every single bullet point—we suggest, please apply anyway. We don’t believe in a “perfect” candidate—if you believe this is a role that you’ll be excited to work in every day, want to be a part of a culture like ours, and show aptitude to learn while doing, please apply. Primary Responsibilities Customer Service • Ensure excellent customer service is provided for clients, donors, volunteers and staff, • Works to help maintain an inclusive, positive, supportive, and enjoyable work environment and culture Office and Facilities Management • Answer phone calls to provide information about the organization and route calls appropriately, • Maintain Executive Director’s calendar, prepare expense reports, travel arrangements, event registrations, and appointments, • Track inventory and purchase of all office supplies, promotional materials, etc., • Create and record all supply orders and help facilitate the approval process, • Know and serve as the resource for the agency’s procurement policy and standards, • Maintain office supply inventory in neat orderly manner, • Daily processing of mail including receipts and proper distribution, • Responsible for seeing that all office equipment is properly used and maintained including making arrangements for repair and preventative maintenance, • Ensure that building is properly maintained and in compliance with laws, • Perform supplemental housekeeping/janitorial duties as needed, • Serve as the primary point-of-contact for building maintenance and property owner, • Ensure confidentiality for clients, donors, staff, volunteers and agency Grant & Fundraising Development • Donor Records & Gift Processing, • Maintain an accurate and up-to-date donor database, including timely entry of all gifts, • Generate and send gift acknowledgments and tax receipts in compliance with agency standards, • Track and report on donations, campaigns, and fundraising activity, • Grants Management, • Coordinate the grant application and reporting process from start to finish, • Maintain the grants calendar, including all proposal and reporting deadlines, • Prepare and submit grant applications and reports, ensuring accuracy and timeliness, • Collaborate with program and leadership staff to gather required information and meet grant requirements Events • Assist with event planning and execution Communications & Administrative Support • Generate mailing lists and coordinate electronic and USPS mailings, • Schedule and post social media content using provided messaging and materials, • Support development of presentations and materials using established content and templates, • Provide administrative support to the Board of Directors, including preparing and distributing meeting materials and coordinating Zoom and in-person meetings, • Enter and maintain data across agency systems, • Assist with production of brochures, flyers, and other collateral using existing content and brand guidelines Miscellaneous • Perform other duties as assigned, • Some evening and weekend work will be required when necessary The minimum qualifications, physical demands and work environment characteristics described above are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities. We Need Someone Who Has: • Two (2) years minimum administrative experience, • General knowledge of nonprofit organizational practices, • Highly adept at assessing, building and managing processes, • Mindful handling of sensitive and confidential information, • Ability to prioritize projects and tasks from multiple staff members, • High proficiency in Google Workspace (i.e.: Google Docs, Sheets, Mail), Zoom, Microsoft Docs, Canva, social media and Internet searches, • Well-organized, self-directed, highly motivated, and incredibly detail oriented, • Clear and concise written and verbal communication skills, • Solid writing skills and documentation knowledge, • Results-oriented problem solver, • Excellent phone and interpersonal skills, • Able to work under pressure with minimum supervision and with tight deadlines, • Must have reliable transportation and/or acceptable driving record to our insurance provider as position requires regular travel within Alameda County, at times with short notice Nice to Have: • Previous donor relations experience, • Customer Relation Management (CRM) software experience is a plus., • Strong desire to work in the non-profit sector, • Government contract compliance experience, • Valid CPR and First Aid certification prior to start date (or must obtain within 6 months of hire). Certification must be from an accredited provider recognized by the organization (e.g., Red Cross, American Heart Association), • Bilingual/biliterate in Spanish, Cantonese or Mandarin and English, • High School Diploma/GED Physical Demands • While performing the duties of this job the employee is regularly required to sit for extended periods of time, stand and move from one area to another, • The employee is required to bend, reach, lift and relocate up to 20 lbs., • Finger and hand dexterity for activities such as: recording money, grasping, repetitive motions, keyboarding, etc., • Speaking, hearing, visual acuity, and mobility., • Vision abilities required include close vision, distance vision and ability to adjust focus. Viewing computer screen for extended periods of time is required. Work Environment • The work is performed indoors. Some outdoor events are required., • The office environment is temperature controlled, • The noise level in the office environment is usually quiet, • Travel in Alameda County when needed Vaccination Policy To protect the health and safety of our team, clients, and community, vaccination against Influenza is mandatory for this role, while COVID vaccination is highly encouraged. Given the nature of this position, which involves working closely with vulnerable populations and interacting with the public, vaccination helps minimize the risk of preventable diseases and ensures a safe work environment. Employees who are not vaccinated due to medical or religious exemptions are required to wear a 3-Ply surgical mask, KN94, KN95, or N95 mask at all times while at work, including during interactions with clients and the public, from November 1 to April 30. 3-Ply surgical masks, KN94, KN95 or N95 masks will be required to be worn, regardless of vaccination status, in client-facing situations from November 1 - April 30. Company DescriptionFounded in 1971, Spectrum Community Services is a registered, private non-profit organization that assists low-income individuals, families, and seniors in their efforts to live independently. We offer—in partnership with local service organizations—a wide variety of community programs and services. Our long history of family tutorials and community outreach has advanced our mission of promoting our clients’ financial sustainability and improving the overall quality of their lives.Founded in 1971, Spectrum Community Services is a registered, private non-profit organization that assists low-income individuals, families, and seniors in their efforts to live independently. We offer—in partnership with local service organizations—a wide variety of community programs and services. Our long history of family tutorials and community outreach has advanced our mission of promoting our clients’ financial sustainability and improving the overall quality of their lives.