Administrative Associate - The Partnership for Children and Youth

Type: Full-Time

County: Alameda

Agency: The Partnership for Children and Youth

Agency Description:

The Partnership for Children and Youth (PCY) is a an innovative, well respected, high impact organization committed to closing the achievement and opportunity gaps for students from under-resourced communities, so that all young  people can thrive in school and beyond. We have a longstanding reputation as excellent partners and collaborators with a diverse set of allies and stakeholders.  Learn more about our work at www.partnerforchildren.org.

PCY is seeking to fill the Administrative Associate position.  This is a tremendous opportunity for an enthusiastic, detail-oriented professional who is eager to contribute to our mission and grow within a dynamic organization.  The ideal candidate will be able to manage multiple tasks simultaneously, is flexible and responsive to shifting needs, can work independently and as part of a team, and will be able to actively discover new ways to do the job more efficiently. 

Description

The Administrative Associate (Associate) will interact with all PCY staff and consultants.  The Associate has responsibility for general administrative needs of the organization, including internal communication functions, supplies & equipment, telecommunication systems, computer and other IT maintenance, and ensures information flow is effective and resources are employed efficiently throughout the organization. The Associate also supports the CEO with research, grant submission, reporting tasks and record keeping for our fundraising operations.  Additional responsibilities include the oversight of vendor and consultant contracts, scheduling of staff meetings and other events, and a small amount of executive support.

Compensation

Annual Salary:  $50,000

Benefits include health, dental, 401k

Job Responsibilities

Development

  • Conduct online research about prospective funding sources for PCY

  • Manage grant files and ensure key information is up to date for managing communication with funders

  • Oversee proposal and report submissions

  • Manage calendar of grant proposals and reports

General Administration

  • Assist the CEO in developing and monitoring the annual administrative budget.

  • Serve as liaison to PCY’s financial management and accounting firm

  • Scheduling and logistics of staff and board meetings.

  • Log and process grant and contract payments.

  • Develop and update organizational forms, protocols, as needed.

  • Support travel logistics of staff including arranging transportation and conference registrations

  • Manage supplies inventory and order general supplies or equipment, as needed.

Information Technology (IT)

  • Ensure the organization and employees’ information technology needs are met, including acquisition of new equipment or software, repairs and technology updates.

  • Manage PCY’s remote technology systems (audio and video teleconferencing support)—including internet, phone, webcams, printers, laptops, etc., and ensure these systems are maintained and functioning properly. 

  • In collaboration with IT support, manage security systems to ensure networks are protected and secured for the telecommuting workforce.

Meeting and Event Planning

  • Secure locations/facilities for PCY meetings and events

  • Handle logistics such as catering, attendee lists, A/V needs, etc.

Contract Management

  • Oversee contracts management for PCY consultants and vendors.

  • Review proposals, evaluate compliance with requirements and regulations, maintain communication to ensure timely execution, and analyze contract request documents.

  • Prepare contracts and assure accuracy and appropriateness of contract text and attachments.

  • Oversee from beginning to end, the process of obtaining signatures and execution.

  • Ensure that contracts and amendments are properly logged and copies are securely maintained in the contract management system.

  • Monitor expenses for PCY’s contractors and compare actual to contracted expenses.

Qualifications

The successful candidate will be adaptable, a demonstrated problem solver, and sound decision-maker. Her/his work will be driven by strategic thinking and executed with creativity and efficiency.  S/he will have excellent interpersonal skills, patience, and team spirit.  Specific skills and experience include:

  • 3-5 years of previous administrative experience.

  • Ability to establish and maintain cooperative and effective working relationships with a variety of constituencies, including managers, staff, vendors and the general public.

  • Strong written and oral communication skills

  • Excellent time management and project management skills.

  • Ability to exercise the utmost confidentiality and discretion when handling sensitive material and situations.

  • Ability to work independently, manage shifting priorities, and meet deadlines.

  • Proficiency in Google and Microsoft products (e.g. Drive, Docs, Word, PowerPoint, and Excel) is required. 

  • Strong comfort level with numbers and spreadsheets.

  • Bachelor’s Degree or equivalent work experience.

  • Commitment to the values and mission of the PCY.

How To Apply

Please send cover letter and resume to: kristen@partnerforchildren.org.  Please include Administrative Associate in the subject line.   Position will be open until filled. Email applications with attachments in Microsoft Word or PDF format only. We do not accept phone inquiries regarding the position.

Partnership for Children and Youth is an equal opportunity employer that values diversity at all levels of our work.  The organization’s policy regarding equal employment opportunity means that all decisions regarding recruitment, hiring, benefits, wage and salary administration, scheduling, disciplinary action and termination will be made without unlawful discrimination on the basis of sex, gender, race, color, age, national origin, religion, disability, medical condition, genetic information, marital status, sexual orientation, gender identity or expression, citizenship status, pregnancy or maternity, veteran status, or any other status protected by applicable federal, state or local law.