Administrative & Development Associate Administrative & Office Jobs - Hayward, CA at Geebo

Administrative & Development Associate

Hayward, CA Hayward, CA Full-time Full-time $22.
35 - $28.
00 an hour $22.
35 - $28.
00 an hour 23 hours ago 23 hours ago 23 hours ago Job Description Job title:
Administrative & Development Associate Department:
Spectrum Community Services Inc.
Reports to:
Executive Director Revised:
August 2023 FLSA Status:
Non-Exempt ORGANIZATION SUMMARY 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).
General Description The Administrative & Development Associate will support the organization in multiple roles of office manager, executive assistant, and development team member.
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 Executive Director and will work closely with the Development Director and Chief Financial Officer while also supporting Program Managers and Board of Directors.
Key Abilities:
Customer Service, Verbal and Written Communication, Organization, Design, Persuasive Writing Primary Responsibilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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 Development Assure that an accurate donor database is kept Works closely with the Development Director to:
develop and implement a follow-up process with potential, new, and current donors data entry design and implement donor recognition strategy and/or events to steward donors.
Develop accurate status reports on campaigns and gifts.
Grants Drive grant application and reporting process Maintain Grants calendar (due dates, report dates, etc.
) Lead majority of grant writing and reporting Ensure all due dates are met Engage other staff members as needed to complete grant requirements Events Assist with event planning and execution Take an active role on agency social committee to create fun and appreciative atmosphere Communication Generates mailing lists and facilitates electronic and USPS mailings.
Write client stories for use in newsletters, website and fundraising.
Utilizing best practices and current technology, develop engaging presentations for Directors to present.
Support Board of Directors as needed.
Prepare Board Meeting agenda packets, file all materials and distribute as needed.
Host Zoom and in-person meetings.
Create fresh and relevant social media and web content consistent with agency messaging and supportive of fundraising, advocacy and community development goals Ensure consistency of messaging across platforms Data entry into systems for agency Assist with the development of brochures, fliers, and other collateral Other duties that support the programs and organization as assigned.
The minimum qualifications, physical demands and work environment characteristics described below 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.
Minimum Qualifications Bachelor's Degree or two (2) years minimum administrative experience.
Excellent typing office organization, and clerical skills.
Min.
typing speed 50 wpm High proficiency in Google Workspace, Zoom, Microsoft Outlook, and Publisher, Canva, social media and Internet searches.
Customer Relation Management (CRM) software experience is a plus.
Excellent phone and interpersonal skills Excellent written and verbal communication skills Able to work under pressure with minimum supervision Bilingual/Biliterate a plus
Qualifications:
Knowledge, Skills and Abilities Exceptional attention to detail Excellent oral and written communication skills; organizational skills General knowledge of nonprofit organizational practices Willingness to learn, understand, and become proficient in local government funding & contracting procedures Highly adept at assessing, building and managing processes A professional demeanor with an aptitude for analytical thinking and problem solving Mindful handling of sensitive and confidential information Responsible, well organized, and demonstrates initiative Excellent customer service skills, in-person over email and on the telephone Ability to work under pressure with tight deadlines Able to prioritize projects and tasks from multiple staff members Ability to work independently and collaboratively Must have excellent customer service skills Preferred:
previous donor relations experience Must have reliable transportation as position requires regular travel within Alameda County, at times with short notice 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 15 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 General Competencies Interpersonal Strive for improvement in self and for Spectrum; make recommendations for improvements Respond timely to requests for information, service and assistance Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical Maintain a high level of professionalism and confidentiality Treat each Spectrum employee/manager as if they were an internal customer Organizational Provide outstanding customer service to all internal and external customers Use and conserve organizational resources efficiently and effectively Prioritize and plan work activities Demonstrate consistency, reliability, accuracy and thoroughness Show respect and sensitivity toward cultural differences Promote a harassment and discrimination free environment Follow or exceed organizational standards Adhere to company policy and procedure; support Spectrum's goals and values Salary & Benefits Pay range is $22.
35 - $28.
00 100% employer paid health, dental & vision Employer retirement matching and direct contribution Generous paid holidays, vacation, and sick time.
Employer-paid Long-term disability insurance Employer-paid life insurance policy This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.
Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties.
All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.
To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently.
Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
This document does not create an employment contract, implied or otherwise, other than an at will relationship.
Job Type:
Full-time Pay:
$22.
35 - $28.
00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Paid time off Parental leave Vision insurance Experience level:
2 years Schedule:
Monday to Friday Ability to commute/relocate:
Hayward, CA:
Reliably commute or planning to relocate before starting work (Required)
Experience:
work related:
2 years (Preferred) Work Location:
In person Job title:
Administrative & Development Associate The Administrative & Development Associate will support the organization in multiple roles of office manager, executive assistant, and development team member.
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.
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 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 Assure that an accurate donor database is kept Works closely with the Development Director to:
develop and implement a follow-up process with potential, new, and current donors data entry design and implement donor recognition strategy and/or events to steward donors.
Develop accurate status reports on campaigns and gifts.
Grants Drive grant application and reporting process Maintain Grants calendar (due dates, report dates, etc.
) Lead majority of grant writing and reporting Ensure all due dates are met Engage other staff members as needed to complete grant requirements Assist with event planning and execution Take an active role on agency social committee to create fun and appreciative atmosphere Generates mailing lists and facilitates electronic and USPS mailings.
Write client stories for use in newsletters, website and fundraising.
Utilizing best practices and current technology, develop engaging presentations for Directors to present.
Support Board of Directors as needed.
Prepare Board Meeting agenda packets, file all materials and distribute as needed.
Host Zoom and in-person meetings.
Create fresh and relevant social media and web content consistent with agency messaging and supportive of fundraising, advocacy and community development goals Ensure consistency of messaging across platforms Data entry into systems for agency Assist with the development of brochures, fliers, and other collateral Bachelor's Degree or two (2) years minimum administrative experience.
Excellent typing office organization, and clerical skills.
Min.
typing speed 50 wpm High proficiency in Google Workspace, Zoom, Microsoft Outlook, and Publisher, Canva, social media and Internet searches.
Customer Relation Management (CRM) software experience is a plus.
Excellent phone and interpersonal skills Excellent written and verbal communication skills Able to work under pressure with minimum supervision Bilingual/Biliterate a plus Exceptional attention to detail Excellent oral and written communication skills; organizational skills General knowledge of nonprofit organizational practices Willingness to learn, understand, and become proficient in local government funding & contracting procedures Highly adept at assessing, building and managing processes A professional demeanor with an aptitude for analytical thinking and problem solving Mindful handling of sensitive and confidential information Responsible, well organized, and demonstrates initiative Excellent customer service skills, in-person over email and on the telephone Ability to work under pressure with tight deadlines Able to prioritize projects and tasks from multiple staff members Ability to work independently and collaboratively Must have excellent customer service skills Preferred:
previous donor relations experience Must have reliable transportation as position requires regular travel within Alameda County, at times with short notice 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 15 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.
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 Strive for improvement in self and for Spectrum; make recommendations for improvements Respond timely to requests for information, service and assistance Demonstrate a positive and productive attitude; have an open mind and be objective, trustworthy, honest and ethical Maintain a high level of professionalism and confidentiality Treat each Spectrum employee/manager as if they were an internal customer Provide outstanding customer service to all internal and external customers Use and conserve organizational resources efficiently and effectively Prioritize and plan work activities Demonstrate consistency, reliability, accuracy and thoroughness Show respect and sensitivity toward cultural differences Promote a harassment and discrimination free environment Follow or exceed organizational standards Adhere to company policy and procedure; support Spectrum's goals and values Pay range is $22.
35 - $28.
00 100% employer paid health, dental & vision Employer retirement matching and direct contribution Generous paid holidays, vacation, and sick time.
Employer-paid Long-term disability insurance Employer-paid life insurance policy 401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Paid time off Parental leave Vision insurance 2 years Monday to Friday Hayward, CA:
Reliably commute or planning to relocate before starting work (Required) work related:
2 years (Preferred).
Estimated Salary: $20 to $28 per hour based on qualifications.

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