Foundation Donor Relations & Programs Coordinator

The Allegheny County Bar Foundation, a downtown Pittsburgh based charitable foundation, is accepting applications for the position of Foundation Donor Relations & Programs Coordinator, an immediate full-time opening.

The ACBA is the driving force in promoting justice for all and improving the community through public service law-related programs in the Pittsburgh region. The Foundation raises, manages and distributes funds, encourages and assists lawyers to provide pro bono legal services, and develops and supports public service initiatives.

The successful candidate will provide support to the Foundation’s leadership in day-to-day operations in the areas of donor relations and retention and event and project execution.

Major duties of the position include:

  • Coordinates, creates and maintains donor database records, processes payments, and prepares reports and statistics, as needed. Also assists with donor recognition and engagement.
  • Prepares agendas, minutes, and correspondence; schedules meetings and appointments and serves as liaison to committees within the organization
  • Assists with event planning and execution and attends events to provide support
  • Assists with grant writing and research
  • Assists with content and design for reports, publications, brochures, and the ACBA website

Qualification and Skill Requirements

  • Bachelor’s degree required. Special consideration will be given to candidates with non-profit experience or experience in the legal field.
  • Strong computer skills, with a working knowledge of Microsoft Word and Excel, as well as donor database experience. Because the position uses both association membership and donation tracking software, the ability to quickly learn new software packages is a must. Experience with the non-profit donor management software Bloomerang is a plus.
  • Excellent organizational skills and the ability to move between and prioritize tasks.
  • Strong professional oral and written communication skills. The Coordinator has extensive contact with Bar Association members and the general public and also writes letters and reports regularly.
  • Financial management, analytical, and problem-solving skills.
  • Ability to solicit, direct, and motivate volunteers.

For more information on the Bar Foundation, please visit www.acbf.org.

Employer is an equal opportunity employer. For consideration please submit resume and cover letter. No telephone calls please.

Administrative Manager

Organizational Background

The Allegheny County Parks system, located in Allegheny County, Pennsylvania, consists of approximately 12,000 acres in nine parks that surround the City of Pittsburgh within a 15- to 20-mile radius of downtown Pittsburgh. The park system is rich in recreational, natural and historic resources, which require ongoing investment to reach and maintain their full potential. In 2002, Allegheny County adopted the Allegheny County Parks Comprehensive Master Plan, identifying the future capital and maintenance needs for the parks. In 2007, the Allegheny County Parks Foundation (Foundation) was established to create a private/public partnership that would help implement the goals and recommendations of the Allegheny County Parks Comprehensive Master Plan. In order to leverage private sector funding, the County set aside $10 million from its capital budget for the Foundation to match from the private sector toward park improvement projects. In addition, Allegheny County has supported the Parks Foundation for a portion of its operational costs.

Mission Statement

The Allegheny County Parks Foundation strengthens the health and vibrancy of our community by improving, conserving and restoring the nine Allegheny County parks. Working in partnership with Allegheny County, the Parks Foundation brings together ideas, leadership and resources to make the parks more sustainable and enjoyable for all.

The Allegheny County Parks Foundation raises public and private funds from foundations, corporations, state and federal grant programs and individuals to design and implement projects in our parks. We commission and conduct surveys, plans and ecological assessments of our individual parks and park system which guide the strategic development of improvements in all nine county parks. All projects are undertaken in partnership with Allegheny County, and the county matches most private and non-county public funds raised by the Parks Foundation.

Currently, the staff of the Allegheny County Parks Foundation consists of five full-time and two part-time employees, including the Executive Director, Capital Projects Director, Capital Projects Manager, Institutional Giving and Project Manager, Individual Giving Manager, Communications and Marketing Manager and Administrative Manager.

Administrative Manager

The Administrative Manager reports to the Executive Director and assists all Parks Foundation staff, is responsible to provide administrative services for the Parks Foundation in office management, telephone reception, email inquiries, appointment and meeting scheduling, document preparation and organizing.

This position is full-time as defined in the Parks Foundation Employee Handbook and/or an employee’s offer letter. Because of the Foundation’s small staff size, the Administrative Manager is often required to undertake specific tasks that may not be part of the duties specifically listed under the job description.

Administrative Manager Duties & Responsibilities

Specific duties and responsibilities include, but are not limited to:

Accounting:

  • Undertake basic bookkeeping tasks, in coordination with and oversight by the Executive Director, Bookkeeper and Auditor. Point of contact for bookkeeping service and auditors.
  • Compile audit samples for yearly audited financials in coordination with the Bookkeeper, Executive Director, Project Director and Auditor.
  • Prepare monthly accounting reports from Quickbooks in cooperation with the Bookkeeper.
  • Compile information for 990/BCO-10 state and federal tax returns in coordination with Auditor.
  • Facilitate completion of staff expense reports, PNC transactions, on-line donation sites and bank statements on a monthly basis.

Administrative:

  • Handle receipt and processing of all mail, including Accounts Payable.
  • Assist with preparation of correspondence and other documents as needed to support the business of the Parks Foundation.
  • Research and compile information as needed by other staff.
  • Organize and maintain paper and electronic records of the Parks Foundation’s official business.
  • Maintain calendar of and track key dates of fundraising events, vacation schedules, holidays and other significant dates and commitments. (See governance tracking below.)
  • Establish and maintain files.
  • Order supplies and manage inventory.
  • Manage petty cash account, with oversight by the Executive Director.
  • Perform other administrative duties and responsibilities as requested.
  • Tracks periodic insurance renewals and pension contributions.
  • Point of contact for payroll service.

Fundraising:

  • Assist with preparation of fundraising proposals and grant reports.
  • Prepare paper Grant files.
  • Assist in event planning and implementation.
  • Assist with the process of donor acknowledgements such as printing, getting signatures, scanning, naming and mailing acknowledgements.
  • Assist with mailing for fundraising appeals.
  • Assist at fundraising events.

Governance:

  • Assist with preparation of correspondence and other documents as needed for Board and Committee meeting materials and minutes.
  • Draft the Board of Director meeting minutes for review by Executive Director and Project Director.
  • Organize and maintain paper and electronic records of the Parks Foundation’s board and committee meeting minutes.
  • Maintain calendar of and track dates of Outlook invitations, mailing of meeting materials and board and committee meetings.
  • Keep Orientation binder up to date for new board members.

Personal Qualifications

  • Post secondary education in administrative areas related to computer skills, bookkeeping and office organization, plus at least three to five years of related office experience.

Values

  • Respects the need for wellness and healthy lifestyles.
  • Supports the concept of green design and environmentally sustainable development.
  • Understands the public and private sectors and the need for collaboration as represented by the Parks Foundation.

Salary and Benefits

The Administrative Manager is a full-time, salaried position, starting at $40,000 annually, negotiable depending on experience. Benefits include health insurance, general time-off benefits and a modest retirement account contribution.

The Allegheny County Parks Foundation is an Equal Opportunity Employer.

Application Process

Please email resume and cover letter to Susan Kernick, skernick@acparksfoundation.org, by November 1, 2021.

Community Impact Operations Associate

The Community Impact Operations Associate provides support for the Community Impact department’s smooth internal operation, with a focus on financial tracking. The Operations Associate will help ensure compliance and support cross-departmental collaboration and internal organizational efforts including finance-based administrative duties for all 211 Regions served by UWSWPA and other administrative tasks and special projects as assigned.

Essential Functions

  • Support 211 budgeting, invoicing, coding, and tracking processes to ensure financial information for 211 projects is consistent, understandable, and can readily demonstrate available funds, specifically for:
    • Local lead agency agreements
    • Fee for service contracts
    • Grants & Vendor contracts
    • Inform grant proposal and report budgets based on past and projected trends
  • Collaborate with the 211 data team and Community Impact department to ensure deliverables for 211 contracts and grants are clear, measurable, and actively tracked
  • Work with, and support, the Finance and Community Impact team members to track and ensure timely, accurate payments for all 211 payable invoices and Community Impact mid-year allocations
  • Generate and submit accurate, timely grant and contract invoices to grantors / contract providers
  • Provide operational and financial administration support for newly emerging projects and processes, including generating invoice and data collection methods, supporting allocation and contract processes, tracking funding sources, and collaborating to link impact data to expenditures

Education and Experience

  • Preferred: 1-2 years’ relevant work experience, ideally including project budgeting and financial tracking
  • Preferred: Associate degree in business administration, computer science, or related field, or equivalent combination of education and experience

Knowledge, Skills, and Abilities

Required:

  • Knowledge of online systems for collecting information and generating reports, Knowledge of/comfort with database management and troubleshooting
  • Expertise in Microsoft Office, especially Excel formulas and Word formatting
  • Demonstrated ability to thrive in a fast-paced environment, and to manage and prioritize multiple ongoing projects
  • Ability to evaluate systems and processes and recommend strategies for improvement

Preferred:

  • Experience and/ or familiarity with datasets
  • Experience reviewing and analyzing reports and data
  • Clear communicator with strong writing skills
  • Positive, solution-focused team player

Administrative Manager (Full-Time)

Position Overview

The Abolitionist Law Center (ALC) is a nonprofit law firm fighting to defend prisoners and abolitionists, and a community organizing project aiming to build a world without police and prisons. Our work is currently based in Pennsylvania, where we have sued the Department of Corrections, local jails, and the Commonwealth to defend prisoners from abuse and to win release for as many people as possible. Our organizing work is statewide and focused on abolishing the use of solitary confinement and ending life without parole sentences (aka death by incarceration), among other things.

We’re now hiring an Administrative Manager for our Pittsburgh office. The Administrative Manager position will be responsible for bookkeeping, vendor management, basic HR management, payment processing, etc. to keep the organization running smoothly so staff members can concentrate on building the movement to abolish police and prisons.

Location

This position is based in Pittsburgh and will require working on site at our office, though remote work is possible when the nature of the tasks allow for it.

Responsibilities

  • Bookkeeping
  • Managing employee benefits
  • Payment processing
  • Payroll
  • Records management
  • Office management
  • Supporting the Director of Operations in the overall management of the organization

Requirements

  • You must be proficient in the above tasks with a demonstrated history of having done similar work. For example:You must be familiar with Quickbooks and understand how bookkeeping for a nonprofit organization is done.
  • You must have experience collecting and organizing records. Experience developing or improving systems for organizing records would be highly valued.
  • You must have experience processing payments, reviewing and organizing related records, ensuring that vendors/contractors are paid and staff members are reimbursed.
  • You must know how to use Microsoft Office software, especially Excel. Proficiency with GSuites and EveryAction (or other CRM) would be very welcome.
  • Experience advocating for justice and human rights would weigh in your favor, though it is not strictly required for this position.

Salary and Benefits

The Administrative Manager is a full-time, salaried position. This position has a six-month introductory period. The salary for this position starts at $50,000 annually, and is negotiable depending on experience. The position comes with a health insurance benefit of up to $400/month and 35 days (280hrs) of paid time off annually.

Reports to: Director of Operations

Application Process

Please email your resume, two professional references, and a cover letter explaining your interest in the position to info@alcenter.org. Applications will be accepted and reviewed on a rolling basis, but candidates are encouraged to apply by October 1, 2021 to receive priority consideration. This position is open until filled.

Abolitionist Law Center is an equal opportunity employer. People of color, women, indigenous people, LGBTQI-GNC people, and formerly incarcerated people are encouraged to apply.

To learn more about our staff and board members, click here.

Administrative and Operations Specialist

Do you want to launch your career in a collaborative, fast-paced, and flexible work environment with a growing organization serving nonprofits all over Pennsylvania? The Administrative Specialist is one of five (5) vital staff positions that ensure that the Pennsylvania Association of Nonprofit Organizations (PANO) supports its 1,000+ members and other nonprofits around the state.  Because this position supports every other staff member on the PANO team, the PANO board, and various committees and work groups, successful candidates will demonstrate an ability to listen well to best understand how to support both organizational workflow and individual work needs. We welcome candidates who want to contribute to PANO’s current racial justice conversations.

The PANO team embraces creative thinking and experiments together to fulfill our mission in the most efficient ways available in today’s work environment. This position is perfect for someone who enjoys ensuring smooth operations and processes while working collaboratively. The questions most asked by this position include: What conditions need to be in place for staff and volunteers to reach their highest potential when meeting PANO’s mission? How can PANO best organize to fulfill on our strategic priorities of nonprofit sector wellness and racial justice?

At PANO, we value the intersecting identities that candidates bring to the workplace. We welcome applicants from communities that have been historically excluded and marginalized.

ESSENTIAL RESPONSIBILITIES

General Administration (25%)

  • Sets up processes to ensure smooth daily operations.
  • Tracks current vendor contracts and coordinates others to the timely renewal or implementation of new contracts.
  • Assists with answering phones and email inquiries.
  • Coordinates board and staff meeting logistics.
  • Oversees the organization of PANO documents, both hard-copy and electronic, following PANO’s document retention policy.
  • Prepares invoices and contracts and tracks payments received from consulting clients, donors, and sponsors.
  • Supports other staff functions—implementing processes that take into account both the overall organizational needs and the way individuals think and process.

Supports Other Staff Functions (75%)

  • Oversees and manages PANO’s member database, job board, online resource library, and store.
  • Coordinates monthly membership mailings and ensures sponsorship fulfillment.
  • Updates and maintains the PANO website, event calendar, and job board.
  • Maintains and updates PANO’s various email distribution lists.
  • Coordinates all external communications efforts with PANO Team.
  • Monitors the implementation of branding and messaging through all PANO internal and external communications.
  • Assists with all aspects of PANO’s Standards for Excellence programming.
  • Assists with event registration and membership renewals.

WHAT WE ARE LOOKING FOR

Required:

  • Excellent writing, editing, and organizational skills, with demonstrated experience managing task completion.
  • Experience in Microsoft Office programs including Outlook, Word, Excel, Publisher, Power Point.
  • Experience in database, social media, and website management.
  • Must be flexible and thorough.
  • Ability to work in an ever-changing environment—to change the wings on the plane while flying.
  • Belief in PANO’s Core Values.
  • Ability to grow with PANO in providing a welcoming, inclusive culture that embraces intersecting identities.

Desired:

  • The belief that anything is possible—together.
  • Desire to engage in lifelong learning, both personally and professionally.
  • Passion for impacting the lives of others.
  • Desire to be part of something bigger than yourself.
  • A great sense of humor.
  • Patience to be interrupted from work several times a day with the focus to keep on going anyway.

COMPENSATION AND BENEFITS

  • This is a full-time, non-exempt position, paying $39,000 annually.
  • We believe in work-life balance and are committed to providing the opportunity of working from home when possible.
  • We provide 20 days off, 12 paid holidays and a flexible, family-friendly schedule.
  • We provide medical (PPO) coverage with a 10% staff contribution, and access to dental, vision, and retirement options.

OUR HIRING PROCESS AND TIMELINE

  • We will continue to review applications and conduct phone and Zoom interviews on a rolling basis until the position has been filled.
  • Finalists will be invited to a second-round, in-person interview at our Harrisburg office located at 4801 Lindle Road, Harrisburg, PA 17111. At this face-to-face interview, we will ask candidates to provide two work samples created, and do some test work-related tasks (e.g., database tasks, excel-based tasks).
  • Ideally, the selected candidate will start no later than October 31, 2021.

INTERESTED CANDIDATES

Interested candidates should submit a resume and cover letter to Anne Gingerich, Executive Director of PANO (anne@pano.org). What PANO is looking for in the cover letter is the connection between a candidate’s experience and the responsibilities of the Administrative and Operations Specialist.

Program and Client Services Specialist

Do you have experience in social work or a related field?  Do you want to make a difference? Pennsylvania Women Work, a Pittsburgh nonprofit workforce development organization located in Pittsburgh, PA, is looking for an enthusiastic professional to join our team as a program and client specialist.

Working closely with our senior program managers, you will provide support for both our clients and the staff with the planning, coordination, and implementation of our workforce development programs. With significant client interaction and relationship building, individuals applying for this position should have ability to connect, empathize, and support individuals who are in transition.

Class Responsibilities:

Assist with:

  • Client recruitment, registration, and marketing tasks for programs
  • Monthly workshops
  • Technical support during classes
  • Resume creation
  • Strong/MBTI distribution

Oversees in consultation with senior program managers:

  • Scheduling and confirmation of program volunteers and employer partners
  • Participant list creation and distribution to facilitators in collaboration with the Office Manager
  • Inventory of program supplies

Client Responsibilities:

Coordinate/Perform in collaboration with staff:

  • Client outreach
  • Confirmation of client registrations through phone and email correspondence
  • Organization and delivery of program materials to class registrants
  • Barrier removal assistance and referrals
  • Distribution of employment opportunities to clients
  • 3, 6, 12, and 18-month client follow-up

Data and Reports Responsibilities:

Data entry including:

  • Client database/files
  • Volunteers and mentors’ database

General Program Responsibilities:

Assist with:

  • Workforce development events
  • Employer partnership development
  • Perform other duties as assigned

QUALIFICATIONS

  • Degree in social services, psychology, related field or equivalent professional experience
  • Minimum of 2 years of work experience in related field
  • Ability to work independently and with a team, manage multiple projects and meet deadlines
  • Effective communicator – speaks and writes well, and communicates in a clear and appropriate manner with clients and others
  • Strong computer skills in Microsoft Office, and willingness and ability to learn new systems
  • Must be organized, detail orientated, and client focused
  • Ability and willingness to work and maintain a flexible schedule, as needed, to include some evenings and weekends

SALARY

$38,000 – $40,000

BENEFITS

Full Time employees enjoy a comprehensive benefits package:

  • Flexible work environment
  • Potential work from home opportunities beyond COVID
  • Optional Health, Vision, and Dental Insurances
  • Paid Time Off
  • 11 Paid Holidays
  • Short Term Disability
  • Optional 401(k) after 6 months with Employer match

TO APPLY

Please send a resume and cover letter to Susan Showalter-Bucher, Deputy Director, at sbucher@pawomenwork.org.

Academic Coordinator

Location: Santa Cruz
Job ID: 23880

This position is a Partial-Year Career position. A Partial-Year Career appointment is established to accommodate foreseeable seasonal fluctuations in staffing, budgetary, operational, or other needs and contains regularly scheduled non-work periods during which the incumbent remains an employee and retains health benefits, but is not at work. Please note that the Academic Coordinator non-work period is for 8 weeks during the summer and is unpaid time off.

Notifications

UC Vaccination Policy: With limited exceptions, https://news.ucsc.edu/2021/07/systemwide-vaccination-policy.html for all faculty, staff, academic appointees, and students accessing facilities at any UC campus this fall. Employees and students can https://healthcenter.ucsc.edu/services/covid-19/covid-vaccine.html#requirement or https://healthcenter.ucsc.edu/services/covid-19/covid-vaccine.html#exception.

Initial Review Date (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

Initial Review Date (IRD): 10-04-2021

Dept Marketing Statement

UC Santa Cruz offers a vibrant community that inspires the intellectual and personal development of all students. The Division of Undergraduate Education supports students and creates a living‐learning community where students thrive, belong, and are engaged world citizens. As a member of the Division of Undergraduate Education, the https://epc.ucsc.edu/ provides an array of school-centered and student-centered activities for students, parents, faculty, and community members across the Monterey Bay and Silicon Valley/San Jose regions to support students on the college-going pathway. The EPC coordinates new and longstanding student academic preparation efforts of the University of California, Santa Cruz with the goal of increasing access and opportunity to postsecondary education for students across our service area. The EPC provides support to faculty, staff, and outreach groups to work collaboratively with schools, community colleges, and universities to promote educational pathways to success for all students.

TRiO Talent Search promotes higher education among low-income students in the East Side Union High School District and the Alum Rock Union Elementary School District in San Jose, CA. Talent Search helps participants graduate from high school, apply to and begin college, secure financial aid/scholarships, and graduate with a postsecondary education credential. Talent Search is federally funded under the TRIO Branch of the U.S. Department of Education.

Position Summary

As a seasoned, experienced professional in K-14 academic preparation, independently works with assigned institutions and organizations to plan and implement a wide range of academic preparation programming. Develops and maintains program visibility in schools. Develops and maintains collaborative relationships with K-14 and higher education institutions and / or community entities. Develops collaborative relationships with other college-going programs.

Pay, Benefits, & Work Schedule

Salary Information: Starting Salary: mailto:$4,216.67 @83% / monthly for 10 months per year.

No. of Positions: 1

Benefits Level Eligibility: Full

Schedule Information:

Part time, fixed

83% weekly

33.20 hours weekly

Mon-Fri

Day Shift

Employee Classification: Partial Year Career Appointment

Job End Date: 8/31/2026 with the possibility of extension

Work Location: San Jose, CA

Union Representation: None

Job Code Classification: 004535 (K to 14 ACAD PREP SPEC 3)

Job Duties

  • 20% – Delivers individual and group advising services and maintains relationships with a group of K-14 students. Acts as an advocate for students and parents.
  • 15% – Develops and monitors student academic plans to ensure post-secondary admission eligibility. Designs and implements grade-appropriate college-going workshops, curricula, materials and activities.
  • 15% – Plans and implements college-going field trips and activities. Implements and facilitates recruitment strategies for program participants and events.
  • 15% – Develops collaborative relationships with other college-going programs and K-14 higher education personnel.
  • 15% – Trains, supervises, and evaluates job performance of part-time, student, and / or summer staff. Prepares appropriate forms and documentation needed to account for, process and capture expenditures.
  • 10% – Serves on department, organization, and external committees, workgroups, and coordinating bodies. Participates in strategic and program planning.
  • 10% – Produces program reports, collects student data, documents participant contacts and progress, and tracks academic progress of program participants.

Required Qualifications

  • Bachelor’s degree in related area.
  • Strong knowledge and experience working with educational equity programs serving a diverse student population.
  • Experience designing, implementing and monitoring academic/enrichment programs or events.
  • Knowledge of K-12 and higher education institutions (UC, CSU, CC, etc.), admissions and financial aid requirements, and the ability to interpret policies and procedures to youth, parents, and school representatives.
  • Knowledge of issues facing low-income, first generation youth.
  • Ability to establish and maintain cooperative relationships with school district administrators, school counselors, principals, teachers, and community contacts.
  • Strong knowledge of high school graduation and college entrance requirements
  • Demonstrated cultural competency with respect to race, ethnicity, and socio-economic status.
  • Strong communications (verbal and written) and interpersonal skills.

Preferred Qualifications

  • Significant experience advising and supporting educationally disadvantaged students regarding postsecondary opportunities and careers.
  • Bilingual written and verbal (English/Spanish).
  • Strong knowledge of up-to-date information on K-12 and higher education policies and issues. Ability to assess their impact on program strategies.

Special Conditions

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Will be required to provide proof of negative TB test results within 60 days of hire
  • Must possess a valid license to drive in the State of California
  • Must be able to move materials, weighing up to 25-30 pounds, with or without accommodation
  • Must have the ability to work evening, weekends, and travel within service area and nationally, if necessary Must have the ability to maintain appearance and conduct suitable for working in a professional setting
  • Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=PEN&division=&title=1.&part=4.&chapter=2.&article=2.5.

Safety Statement

All UCSC employees must know and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

How to Apply

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to ‘My Activities’. Visit our https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS

View full job description and access on-line application:

https://apptrkr.com/2502510

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

Administrative Assistant

Roles and Responsibilities:

The role of the DPAC Administrator is to assist the Steering Group in accomplishing the mission of DPAC. It is contemplated that tasks will include:

  • Create meeting Zoom links
  • Assist Facilitators and workgroup chairs in creating meeting agendas
  • Communicate with assigned facilitators and ensure they are prepared for meetings
  • Facilitate communication across DPAC steering group members and workgroup chairs
  • Provide meeting reminders to all steering group members
  • Keep records of and take attendance at steering group meetings and follow up with absent steering group members
  • Ensure timely distribution of meeting minutes
  • Keep all documents and files of DPAC organized – meeting agendas and minutes, passed agreements, financial records, and logo and branding materials
  • Monitor DPAC email account – forwarding messages to appropriate steering group members and/or workgroup chairs
  • Assist with coordinating representation (by steering group members) of DPAC at events
  • Assist with communications needs, as assigned by Communications committee chairs; duties may include routine website maintenance, posting to social media, email drafting, flyer or graphic creation
  • Coordinate press inquiries and pass along to the appropriate steering group member(s)
  • Include a report out of their weekly hours at every steering group meeting, projections on future hours, and any requests for additional hours

Limitations:

The DPAC Administrator does not solely represent the DPAC organization. The DPAC Administrator does not and shall not represent themself as speaking on behalf of the entire steering group.

Administrative Coordinator

The Office of PittServes at the University of Pittsburgh is seeking a qualified Administrative Coordinator. Reporting to the Director, the Administrative Coordinator will organize and assistant the daily operations of the PittServes office. Must exhibit the highest level of customer service as this person will be responsible for all customer service (front desk and student visitors). The person will be responsible for purchasing supplies for various PittServes programs and special events. The Administrative Coordinator will assist in the coordination of some financial structures working closely with the PittServes Director and Business Manager. The position is responsible for keeping accurate and up-to-date records for various supplies, locker storage management and provide general assistance as needed.

Must be able to function professionally and confidentially in a fast-paced environment. Computer literacy is a must (knowledge of Word, Excel, PowerPoint, Access, Email, Outlook, etc.). Excellent keyboarding and communication skills (oral and written) required. Ability to interpret and enforce policy and procedure, ability to multi-task effectively, strong time management skills, capable of working without direct supervision, strong customer service skills, detail oriented, works well with college students, capable of working effectively with routine interruptions, comfortable working in a fast-paced, high volume environment.

Office Manager

$43,000-49,000

Essential Duties and Responsibilities

Office Management Duties:

  • Supervise the Administrative Assistant Customer Relations, Administrative Coordinator, and Database & Resource Assistant.
  • Primary contact for landlord, janitorial services, and all other contacts related to the maintenance of the building.
  • Create and manage office procedures and systems.
  • Provide training on copiers and other office machines.
  • Manage usage and upkeep of office machines (fax, copy, printers, postage, TTY, language access line, etc.).
  • Oversee Wellness Work Group, Emergency Response Team, and scheduling of First Aid and CPR trainings.
  • Coordinate scheduling for and assist with covering reception desk and greets and directs visitors to appropriate staff.
  • Order, purchase, and stock supplies for office.
  • Keep updated inventory of office supplies, booklets, and products.
  • Assist with grants, reports and other documents as needed, including gathering feedback

Administrative Duties:

  • Direct phone calls and respond to general requests.
  • Coordinate distribution of all office mail throughout building
  • Coordinate or provide assistance with out-going mail; prepare labels for carrier services; and coordinate bulk mailing processes.
  • Coordinate or provide assistance with scheduling meetings and events.
  • Coordinate or provide assistance and support to staff as needed including files, copies, training materials, correspondence, etc.
  • Assist Administrative Coordinator with travel and logistics for meetings, conference calls, and conferences, including the portable display.
  • Coordinate or record minutes for All Staff meetings, coalition and resource center meetings, Advisory Council meetings, and other meetings and conference calls as required.
  • Coordinate or provide assistance to maintain information and files for PCAR/NSVRC company contacts (including the National Advisory Council) information on our websites, company drives and CRM.
  • Maintain an office calendar, paper and electronic files, and other activities related to the efficient operation of PCAR/NSVRC, along with calendars in conference rooms.
  • Coordinate or provide assistance updating Operations Manual and other documents as needed.
  • Coordinate or provide assistance with entering technical assistance requests into the “Call Center” as needed.
  • Participate in staff meetings, Supervisor’s Meetings and in-service trainings.

Financial Responsibilities:

  • Distribute and track purchase orders.
  • Assist with logging in checks and cash payments as needed.
  • Assist with gathering documentation of usage of PCAR/NSVRC company credit cards and reconcile monthly statements with business office.
  • Assist COOs with monitoring monthly budget expenditures.

Personnel Responsibilities:

  • Oversee maintenance of information including schedules, contact information, job descriptions, resume’s etc.
  • Assist with tracking employee absences and leave requests, sending out daily attendance email.
  • Orient new employees to the office procedures and commitment to wellness.

Sexual Assault Awareness Month (SAAM) Responsibilities:

  • Work with Prevention Campaign Specialist to develop and/or order materials, products and mailing/packaging supplies
  • Coordinate or provide assistance with maintaining inventory of all SAAM-related products, posters, mailers, etc.
  • Assist finance dept. to price items and process sales and payments.
  • Coordinate or provide assistance maintaining annual inventory of products ordered and sold; costs, prices, etc.
  • Oversee entering all SAAM orders in NSVRC Call Center database.

Qualifications

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.

Associate’s degree (A. A.) or equivalent from two-year college or technical school; and two years related supervisory experience and/or training; or equivalent combination of education and experience.