Status: Exempt
Date: May 5, 2009
Job Summary
Manage the administrative functions of SF Works and provide support to the
Executive Director and marketing and fundraising activities as needed.
Duties and Responsibilities
% of Time |
|
Essential Duties and Responsibilities
(Listed in order of importance, indicating approximate percent of time spent
on each item and including only essential functions required to perform
the job). |
| 40% |
|
Ensure an administratively smooth-running organization.
- Implement and maintain administrative processes, including paper and
electronic filing system
- Implement and maintain financial processes, including processing incoming
revenue, invoices, payroll and bills and producing monthly and as needed
financial reports. Work with external bookkeeper on monthly financial
close and annual audit.
- Keep offices physically neat and well-organized: Keep paper trays
stocked, printer areas clean; shelves and supplies clutter free and
current; and records of inventory, passwords and processes up-to-date
and accessible.
- Create a process for tracking software and computer inventory so that
upgrades/updates and reassignment of hardware can happen smoothly, as
needed
- Maintain computer, network and phone systems, working with outside
IT support as needed.
- Implement and maintain HR processes, including recruiting and orienting
volunteers and temporary staff, collecting and tracking time-off requests,
timesheets, sick days, annual reviews, etc.
- Maintain office supplies and identify and execute on other activities
that strengthen operations and working culture.
- Keep staff informed of one another's schedules, upcoming events,
vacations and other out-of-office needs.
|
| 15% |
|
Administer Salesforce database
- Identify and implement Salesforce improvements that would help processes
run more efficiently for all work areas, such as fundraising, sales
and programs; implement certain improvements personally, while working
with a consultant on more extensive improvements.
- Assist all staff in understanding and utilizing Salesforce consistently
and with ease.
- Enter records as needed.
|
| 15% |
|
Provide scheduling support and executive assistance
- Schedule and support meetings with donors and other external stakeholders
- Provide support to Executive Director in managing information flow
and special projects
- Coordinate quarterly Advisory Board meeting; be an administrative
point of contact with board as needed; take and distribute meeting minutes;
set up and tear down meeting rooms including preparing coffee, setting
up catered food, etc.
- Compile and distribute board packets in advance of quarterly meetings.
- Organize periodic events, including planning, volunteer or staff coordination,
invitations, registration tracking, speaker coordination, sponsorship
fulfillment, and set-up/ tear-down.
|
| 15% |
|
Support organization’s marketing and development
needs
- Draft, edit and send bi-monthly HTML newsletter using Dreamweaver.
- Anticipate website updates by observing new marketing materials, learning
of funding or organization updates in staff meetings and regularly accordingly
edit website
- Write, edit and submit periodic articles to Chamber newsletter or
other community marketing vehicles regarding SF Works’ programs.
- Keep marketing brochures up-to-date and maintain supplies
- Ensure prompt processing, acknowledgement and stewardship for all
donors and volunteers
|
| 10% |
|
Serve as point-of-contact for incoming calls
- Serve as first line of contact for inbound donations and grants
- Provide clear information to inbound calls from employers for services,
including being able to provide initial assessment of eligibility and
tracking inbound inquiries.
|
| 5% |
|
Perform other duties and responsibilities as requested,
including tasks required by the general Chamber |
Total = 100% |
|
|
Position Dimensions
Personnel Supervised:
None
Internal Contacts:
Entire Staff and Advisory Board
External Contacts:
Incoming calls from employers, outgoing contact to funders, vendors and partners
relating to activities and meetings.
Reports To:
Executive Director
Education and Experience Required:
- Undergraduate degree or equivalent experience.
- Minimum five years of office management experience, preferably with a nonprofit
organization.
- Excellent verbal and written communication skills
- Unparalleled organizational skills, and demonstrated ability to implement
new systems that keep a small office running smoothly, while also accounting
for differing work styles
- Proficiency with personal computers, especially all MS Office applications
and Dreamweaver.
- Salesforce.com Certified Administrator ideal or similar extensive database
experience required with demonstrated experience in customizing Salesforce
fields, applications and objects to the needs of a specific organization or
process
- Experience in light book-keeping and proficient with Quickbooks
- Experience in scheduling and organizing events
- Knowledge of HR administration
- Ability to handle confidential matters
Characteristics & Skills Required:
Self-starting; initiative-taking; detail orientation on all levels of job, from
small tasks to projects; passion for keeping spaces, files (electronic and paper)
and people well organized; skilled in time management; strong communications
skills, both written and verbal; ability to develop comfortable support-based
relationships with senior staff and external advisors; professional demeanor;
technical proficiency and comprehension; interest in mission of SF Works
Working Conditions:
General office environment
Schedule or Physical Demands:
- Periodic early morning meetings
- Ability to lift up to 50 pounds (rarely used for events and moving boxes
of materials)
NOTE:
Employee will be subject to a background check as will have access to confidential
client data.
People of color and women encouraged to apply.
If interested, please submit a resume and cover letter describing how you meet
these qualifications to staff@sfworks.org. Resumes without cover letters will
be disregarded. No phone calls please.
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