ADMINISTRATION AND DEVELOPMENT ASSISTANT

POST DATE:   June 2, 2021

POSITION:   ADMINISTRATION AND DEVELOPMENT ASSISTANT

RESPONSIBLE TO: Administration and Development Manager

COMMITMENT (HOURS): Full-Time, 40 hours per week

STATUS: Non-exempt (3 months orientation period)

APPLICATION DEADLINE: Open until filled

JOB SUMMARY: Under the supervision of the Administration and Development Manager, the administration and development assistant is responsible for providing administrative support to the management team of the agency. The duties include but not limited to handling insurance renewal and safety & training coordination, performing administration and safety duties for all sites, preparing reports and provide general typesetting/editing/proofreading of all the printing materials, coordinating the maintenance of a number of office machines as well as other agency equipment and facilities as well as assisting development team with marketing, outreach and fundraising activities

MAJOR DUTIES AND RESPONSIBILITIES:

  • Provide overall administrative support to the management team and other administration staff i.e. typing, charts, forms, graphs, maintaining office records, organizing file systems, etc.
  • Coordinate training and perform the administration duties and safety inspections for all sites.
  • Address and solve the problems of all the facilities issues, includes copiers, elevator, alarm, water, lighting, heating, …etc.
  • Office management: equipments (including phone/voice mail/copiers, fax machine…), vehicles and facilities inventory.
  • Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Maintain workplace hygiene.
  • Perform the filings of all Federal and/or State required documents.
  • Oversee and handle insurance activities, certificates and renewals.
  • Coordinate with the contractors, including janitorial services, alarm company, repair of the facilities,…etc.
  • Support HR with recruitment, research benefit options.
  • Serve as back-up Receptionist as needed.
  • Assist development team with marketing, outreach and fundraising activities.
  • Coordinate media activities and write press releases as necessary.
  • Assist with writing, design and publication of annual report.
  • Assist and develop direct mail plan to renew current donors and new donors.
  • Assist with technical and logistical aspects of all special events.
  • Maintain and update donors’ database.
  • Coordinate affiliate social media outputs including event outreach and visibility strategy. Assist in managing website.
  • Attend networking events to increase professional network, refine relationship management skills, and enhance outreach and capacity.
  • Other duties as assigned by the Supervisor.

QUALIFICATIONS:

  • Excellent verbal and written communication skills.
  • BA preferred and with 2 years paid experience in related field.
  • Office equipment, such as: uses a variety of standard typewriter, calculator, copy reproduction equipment, word processor and computer.
  • Problem-solving skills and decision-making abilities.
  • Desire and aptitude for learning new tasks quickly.
  • Self motivated, work independently and team oriented.
  • Computer (PC) skills in word processing and data base management.
  • Familiarity and ability to compose normal business correspondence.
  • Knowledge of standard office practice and procedures, including filing, record keeping.
  • Must be detail oriented with strong organizational and networking skills
  • Must be flexible working weekends and evenings when necessary
  • Strong knowledge of PC computer, social media skill and database preferred.
  • Valid California Drivers License.

ADA REQUIREMENTS: 

  • Vision 20/20 w/correction.
  • Mobility – walk/travel to 7 sites.
  • To lift a minimum of 20 lbs.

SALARY RANGE: Depends on Experience, plus benefits

TO APPLY: Send, fax or e-mail resume and cover letter to: Human Resources, Family Bridges, Inc.,
168 – 11th Street,  Oakland,   CA 94607,    Fax: (510) 839-2435

Family Bridges, Inc. is a non-profit multi-services community based organization that has been serving the Asian American communities in the East Bay for more than 50 years. Family Bridges is an equal opportunity employer regardless of race, color, religion, sex, national origin, marital status, sexual orientation, age or disability.