Summary: Reporting directly to SSLC Executive Director, the Administrative & Operations Coordinator is responsible for administration of organizational financial and operating procedures and programs.
Financial & Grant Management
- Control and maintain financial records for teaching artists, sites and other contracts, grants, programs;
- Track budgets and financial health of various projects, providing regular reports to SSLC Executive Director;
- Collaborate with executive team and SSLC staff to address financial management issues;
- Support executive team in annual budget approval process by considering past requirements and expenditures and present program plans;
- Assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures;
- Monitor and verify expenditures;
- Assist in preparing administrative reports for submission to foundations;
- Process and distribute reimbursement checks.
Organizational Operations & Recordkeeping
- Interpret organizational policies and procedures, making decisions on specific operating problems and issuing instructions to staff in accordance with organizational precedents and policies;
- Order and maintain sufficient inventory of office supplies, program supplies, communications materials and equipment;
- Facilitate and take notes at staff meetings;
- Maintain the orderliness of our online Google drive system;
- Facilitate the maintenance of cleanliness and order in our physical office space;
- Off-site work including going to the post office, picking up supplies/custom orders from local vendors and dropping off documents to local sites, among other tasks;
- Manage executive director calendar as well as overall organizational calendar;
- Maintain records and documentation for programs in partnership with local community-based and governmental agencies.
Board of Directors Management
- Support with communication to board members including sending meeting reminders, task reminders, and meeting notes;
- Taking official meeting notes.
- Collect newsletter content from staff;
- Draft and finalize newsletter content in collaboration with executive director;
- Maintain and update the organizational website.
- Track timesheet completion and send bi-weekly reminders;
- Report payroll;
- Manage accountability process trackers, send reminders as needed;
- Recruit, orient and manage volunteers.
- Engage YLB members and youth interns in certain administrative and operations tasks with positivity, professionalism and care;
- Support with planning and execution of overnight retreats.
Other tasks as assigned.
Experience & Competencies Required
Successful candidates will:
- Be highly motivated, detail-oriented, ability to work independently and manage multiple projects simultaneously;
- Have strong interpersonal skills with an ability to work collaboratively, quickly and under pressure—with a sense of humor;
- Have strong organizational skills and a flexible attitude;
- Be able to meet deadlines and prioritize tasks;
- Be a self-starter with integrity, professional discretion and professionalism;
- Have experience with administrative tasks including calendaring, task management & professional email communication;
- Have a strong analysis of anti-racist and anti-oppressive practices and principles including gender and racial justice;
- Have experience working with marginalized youth and possess a passion for positive youth development;
- Have experience and passion uplifting and centering Black girls and femmes;
- Be LGBTQIA+ affirming;
- Have reliable transportation;
- Have strong written and oral communication skills;
- Possess emotional intelligence;
- Bring whole self to position.
Bachelor’s degree in a business related field preferred; 2 years related business, non-profit or administrative experience required. Knowledge of Microsoft, Google and social media applications required. Skills in website management a plus. Spanish and/or Haitian Creole speaker a plus.
Physical Requirements And Working Conditions:
- Works in an office environment;
- Frequently sits for long periods of time;
- Frequently speaks and reads;
- Frequently writes and uses a computer keyboard;
- May require occasional standing, walking, lifting, stooping, and bending.
Start date: Start by September 1, 2018
Office Hours: General office hours are 9 am – 6 pm, some weekends; work hours are 20 hours per week in office, occasional weekends. Mondays required, Wednesdays & Fridays preferred.
Location: Position based in our Miami office
Salary: $18,500 – $20,000 depending on experience; benefits include paid vacation and holidays.
How to Apply: Please submit resume and cover letter via e-mail to: Wakumi Douglas: firstname.lastname@example.org. Please include “Administrative & Operation Coordinator” in the subject line.
S.O.U.L. Sisters is an equal opportunity employer; we are committed to providing equal employment opportunity without regard to race, ethnicity, religion, gender identity, national origin, age, citizenship status, marital status, sexual orientation, veteran status, height, weight, or disability. Women (trans or cis) and people of color are encouraged to apply.