Organization Overview
Join a passionate team dedicated to improving San Francisco public schools. The Office Assistant position offers an opportunity to further our impact in schools and contribute as a key member of the Education Fund’s team.
The San Francisco Education Fund envisions a world where our public schools are as renowned as our City. San Franciscans, known for their ingenuity, innovation and passion, partner with the Education Fund to help all of our students succeed. We know that success in life requires either a college or vocational certificate. In fact, research says that in San Francisco, adults without a college degree are four times more likely to make too little money to support a family.
As a result, the Education Fund’s mission is to harnesses the power of the community to equip every public school student with the skills to succeed in college, career and civic responsibility. We analyze data to target resources where they are needed most, engage volunteers in classrooms and provide grants to educators, to build a bright future for our City and its young people. We focus the community resources – volunteer time and money—most intensively around three critical milestones on the path to college:
Students reading proficiently by the third grade
Students successfully completing algebra by the eighth grade
Students prepared for and with a plan for college and career
Additional information can be found at www.sfedfund.org.
Position Overview
The Education Fund seeks a bright, enthusiastic individual to provide general office and administrative support for the financial, programmatic and fundraising tasks of the organization. This individual will interface Education Fund staff as well as a wide variety of volunteers and donors. In addition, this individual is responsible for overseeing the organization’s facilities and technology hardware infrastructure, establishing and maintaining our administrative/office procedures and processes, and ensuring that staff members have the information, equipment and resources needed to effectively work towards our mission. The Office Assistant reports to the Executive Director.
Responsibilities
Work closely with the Executive Director to ensure all aspects of office administration are running smoothly.
Finance support
Handle all financial administrative tasks including:
Generate invoices for accounts receivable
Review all expense reports and uploading them to our bill payment system
Manage the corporate credit card including handling all transactions and maintaining receipts and accurate expense coding for monthly reconciliation with our accountants
Program Support
Support the program team with the volunteer recruitment and training process including:
Respond to inquiries
Process applications
Coordinate training dates and registration
Plan and execute volunteer trainings and events
Manage program logistics including ordering supplies, helping set up trainings, and helping with events at schools as needed
Fundraising Support
Support the development team with donation processing including:
Scan and filing all donations and grant correspondence
Administer the acknowledgement letter process
Track outstanding pledges and produce reminder letters or invoices as needed
Execute donor solicitations including:
Enter and update donor information in Salesforce
Create and update contact lists, ensure accuracy of information across multiple platforms including Excel and Salesforce
Coordinate production of print and electronic materials including printing in-house fundraising letters
Manage development logistics including ordering supplies, helping set up events, and supporting the Special Events Associate in all event follow-ups, including data entry and production of personalized thank you letters
Office Administrative Tasks
Provide excellent customer service including answering, screening, and transferring inbound phone calls; greeting visitors and guests
Maintain a productive working environment including:
Create and maintain a written office procedures manual
Manage general office supplies and respond to staff requests for specific supplies
Maintain office equipment and inventory tracking for copiers, printers, office phones, etc.
Coordinate cleanliness of office environment, including shared meeting spaces and kitchen
Coordinate office correspondence and general files
Process (e.g., open, copy and distribute) incoming correspondence and oversee outgoing mail process
Maintain general organization files and update organizational charts, contact lists, and e-mail distribution lists
Oversee general building operations
Orient new employees to office procedures and distribute office keys/equipment
Act as liaison with building management/landlord on facilities issues (e.g., physical building matters, security, keys, etc.)
Act as safety officer for organization
Other Duties as Assigned
Non-essential job duties and/or non-related tasks may be assigned from time to time. The Education Fund is a small non-profit agency requiring flexibility from its staff.
Qualifications
Required Qualifications: Previous office administrative work experience; service-oriented mentality with client first approach; comfort interfacing with a wide variety of personalities; excellent interpersonal, communication; impeccable attention to detail; strong document management, quality control, and organizational skills; adaptable and comfortable working in fast-paced, ambiguous environments; ability to work well within a team and individually; action-oriented problem-solving abilities; knowledge of Microsoft Office Suite. Must pass criminal background check.
Desired Qualifications: Passion for education and desire to aid students; interest in and commitment to public education and/or volunteer service; prior work in education, foundations or nonprofits; experience with Salesforce or general experience with databases preferred; experience managing large groups of constituents; bi-lingual skills in English and Spanish and/or Cantonese.
How to apply
AA/EOE. No phone calls, please. Email cover letter, and resume as one Word document or PDF file, to Michelle Montoya mmontoya@sfedfund.org with “Office Assistant” in the subject line. Resumes submitted without cover letters will not be reviewed. This position will remain open until filled; complete applications will be reviewed as they are received.