BI is Seeking Administrative Assistant

The W. Haywood Burns Institute (BI) is a San Francisco-based national nonprofit organization. Our mission: To protect and improve the lives of youth of color and poor youth and the well-being of their communities by reducing the adverse impacts of public and private youth-serving systems to ensure fairness and equity throughout the juvenile justice system. The BI is currently working in approximately 25 sites nationwide.

Additionally, the BI supports community-based organizations in their effort to hold local juvenile justice systems accountable to reduce the unnecessary and inappropriate use of detention while promoting the use of community-based alternatives. The BI currently has a staff of 10 people and has secure funding for at least three years. A recent increase in sites, particularly in California requires us to increase our capacity.

This position will primarily support 5 staff members. The Administrative Assistant will report directly to the Senior Assistant for Administration and be responsible for providing impeccable administrative support to both internal and offsite staff. Among other responsibilities, he or she will:

    •    Provide support services for 5 staff positions, including assistance with scheduling, correspondence and site related administrative tasks;

    •    Open the office daily, check office voicemail and retrieve messages, forward messages accordingly; sort and deliver incoming mail, print correspondence on letterhead and prepare envelopes for both individual and mass mailings, drop outgoing mail at post office daily, monitor and assist with ingoing and outgoing packages;

    •    Maintain all office hard files, office equipment and office supply inventory; draft, format and send faxes; file and photocopy as needed and provide exceptional customer service to BI vendors and affiliates;

    •    Assist staff in coordinating event logistics for BI sponsored events including reserving venues, coordinating travel, securing lodging and catering;

    •    Responsibly anticipate office needs and proactively identify resources to support office functions. This includes organizing mass-mailings, preparing meeting packets and send and receive emails, reports and contracts;

    •    Prepare agendas and minutes prior to monthly BI staff meeting; requires gathering agenda items from staff prior to meeting and taking detailed notes during the meeting;

    •    Maintain overall office cleanliness of reception area, kitchen and conference room including preparation of conference room for all meetings;

    •    Make bank deposits weekly, maintain data-entry of grant-tracking, travel-tracking and donor-tracking databases, develop and distribute internal reports for management; retain and organize documents and records both electronically and in hard copy, respond to facilities related issues;

    •    Handle confidential information including monitoring and collecting bi-weekly timesheets, monitoring vacation and sick accrual, prepare new hire paperwork packets and coordinate orientations with thirrd party Health Insurance Broker, schedule monthly employee supervision and annual reviews,  distribute general HR correspondence provided by supervisor, assist in job posting and resume screening, assist in selection process for new employees and contractors;

    •    Send/receive donor correspondence and instructed by supervisor, report individual donations as they’re received.

Minimum Qualifications:
    •    Excellent written and verbal communication skills, proficient in Microsoft Excel, Outlook, Word and Powerpoint
    •    Experience in database management, proven ability to generate spreadsheets and basic formulas
    •    Trustworthy and reliable, proven experience handling confidential and sensitive organizational information with complete confidentiality
    •    Professional demeanor, organized with strong attention to detail

Desired Qualifications:
    •    BA/BS; Proficiency in QuickBooks applications

Additional Qualifications: 
The ideal candidate is an experienced, resourceful forward-thinker with a minimum of 3 years of experience in the field of Administration. The successful applicant is also a highly organized, proactive, self starter with strong computer skills. He or she must be able to interact diplomatically with a range of professionals, community leaders, public officials, parents, and youth.  Tact, discretion and judgment are required.  Bi-lingual and bi-cultural Spanish speakers are particularly desired.



How to Apply: 
APPLY IMMEDIATELY by sending a letter of interest, resume, references and a brief, unedited writing sample to owilliams@burnsinstitute.org. All materials must be received by April 2, 2010. Please use “Administrative Assistant” as the subject of your email. Only complete applications will be reviewed. It is preferred that all materials be submitted via email.

If emailing is not possible, please send materials (do not split a submission between email and regular post) to W. Haywood Burns Institute, 180 Howard Street, Suite 320, San Francisco, CA 94105.

The W. Haywood Burns Institute is an equal opportunity employer.  People of color, women, and people with disabilities are strongly encouraged to apply.  Only candidates selected for interview will be contacted.  No relocation funds are available.