Administrative Coordinator | Remote

This position is a full-time (40 hours per week), non-exempt position. Our main office operations are currently located in Oakland, California with other staff working from various locations within the US. This position can work remotely from outside the Bay Area while maintaining close communications to the team.

JOB RESPONSIBILITIES

Administrative Support (25%)
Provide day to day administrative support for Directors’ Team (consisting of Executive Director, Director of Human Resources & Administration, Director of Finance, Director of Policy and Director of Programs)
Coordinate and schedule meetings and calendars for Director’s Team
Meeting preparation; including agendas, mailing materials, and reminders
Maintain and manage filing systems and databases (Box, Paylocity HR module, etc.) and organize for efficiency
Perform data entry tasks and develop systems for tracking of files, contracts and other documents
Ensure employee files are complete, organized and accessible
Maintain employee anniversary dates and send out celebratory acknowledgements, etc.
Monitor General email box
Coordinate special projects as needed
Human Resources and Administration (30%)

Manage requests for information from external vendors/supplier and service providers
Develop and maintain files for insurance policies and renewals, subscription renewals and service provider contracts
Set up and implement Paylocity HR module database including employee information and files
Coordinate all aspects of hiring process, recruitment & selection; including job postings, reference checks, scheduling of interviews, perform follow up
Manage on-boarding/off-boarding process; ensure all documentation is in order, participate in orientation of new staff and work buddy initiative, coordinate with IT/Finance for onboarding needs, coordinate exit interviews and oversee on/off-boarding tasks/follow up
Maintain inventory listing of equipment and supplies and place order on behalf of staff, liaise with IT and consultants to ensure a smooth process
Liaise with benefits service providers, ensuring smooth communication and follow up is performed
Work collaboratively with Accounting department on HR and benefits tasks
Send out notices and reminders to staff on HR initiatives
Oversee employer-employee relations and updates to staff, organize team building initiatives
Coordinate training & development; research staff training and service providers, perform follow up, maintain files of training certificates, etc.
Create and maintain checklists for HR related tasks to ensure departmental efficiency
Track personnel administrative policy and procedural revisions/changes and ensure distribution/accessibility to staff
Board of Directors Support (25%)
Take notes or minutes during meetings, including Board of Directors meetings
Develop correspondence on behalf of Directors’ team
Coordinate Board of Directors meeting and assemble Board packages for distribution
Organize and participate in staff meetings
Maintain updated filing system for organization; staff/Board contact list, organizational chart, policy and procedure access, etc.
Facilitate communications between staff and management/Board
Coordinates surveys initiated by Board
Program Support (20%)

Coordinate webinar trainings for programs and manage registration and scheduling, as needed
Organize program tasks and deliverables for organization, as requested
Serve as primary administrator for Coalition Manager database
Assist program team with contract organization
Other related duties as assigned
QUALIFICATIONS

Education & Experience

BA/BS degree or equivalent work experience
1+ years administrative support related work experience, preferably within a small/medium-sized organization
Knowledge, Skills & Abilities

Well organized and can handle multiple tasks in a fast-paced environment with the ability to wear multiple hats and organized, efficient style of working
Adept at conducting research, analyzing material logically, and developing viable ideas and recommendations
Comfortable switching between working collaboratively as part of a team and working autonomously as needed
Excellent sense of judgement, ability to be “in the weeds” without losing sight of long-term goals/initiatives, and a great attitude are absolutely necessary
Proactive, professional, and polished demeanor
Strong interpersonal and organizational skills and ability to work with diverse groups of people, organizations, systems and multiple stakeholders
Proficiency with Windows-based computer programs: MS Office Suite, Google Drive or other cloud-based filing systems, familiar with database management and conducting online research
Organizational description:

The Asian Pacific Institute on Gender-Based Violence is a national resource center on domestic violence, sexual violence, trafficking, and other forms of gender-based violence in Asian and Pacific Islander communities. It serves a national network of advocates; community-based service programs; federal agencies; national and state organizations; legal, health, mental health and language interpretation professionals; researchers; policy makers; and activists from social justice organizations. We promote culturally relevant evidence-informed intervention and prevention; provide consultation, technical assistance and training; develop cutting-edge research, reports and resources; and impact systems change through administrative advocacy and policy analysis. See API-GBV website for more information. https://www.api-gbv.org

The Asian Pacific Institute on Gender-Based Violence is an equal opportunity employer. We strongly encourage and seek applications from people of color, including bilingual and bi-cultural individuals, as well as members of the lesbian, gay, bisexual and transgender communities. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity. 

The above statements are not intended to encompass all functions and qualifications of this position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this job description.

Benefits
Starting salary $61,105 per annum (based on 40 hrs. per week/100% FTE). We provide an excellent benefits package including medical, dental, vision, basic life and disability insurance, 401K and paid vacation/health & wellness time.  

Please send letter of interest, resume and the names and contact information of thre