Administrative Coordinator

PositionAdministrative CoordinatorReports toHuman Resources Manager or Finance DirectorBased out ofTenderloin Center at 180 Golden Gate Avenue with flexible work-from-home options up to four days per week, depending on responsibilities. Candidates must be located in or willing to relocate to the San Francisco Bay Area, and be able to work in an open-office where there may be substantial ambient noise and overheard conversations.StatusNon-Exempt, SalariedHoursFull-time (40 hours/week), flexible work schedule Monday through Friday (e.g., 9 a.m. to 5:30 p.m.)Salary$50,000-$53,000 a year (plus a $1,000 language premium for those who meet the criteria), eligible for benefitsTo ApplyPlease fill out this brief application. Submit your cover letter and résumé to hiring@826valencia.org by July 5. Write “Administrative Coordinator” in the subject line. This position is open until filled, with an ideal start date of August 7.
Who We Are
826 Valencia is an award-winning nonprofit dedicated to supporting under-resourced students ages six to eighteen with their creative and expository writing skills, and to helping teachers inspire their students to write. Our innovative model has inspired more than 40 like-minded organizations worldwide. We offer a highly collaborative, bustling work environment full of passionate professionals who strive to create programs that transform our students’ relationships to writing, and to build an inclusive community that meets the needs and reflects the diverse backgrounds of our students.
Position Summary
The Administrative Coordinator supports Human Resources and Finance functions at 826 Valencia so our staff feels included, valued, and effective in their work. The Administrative Coordinator will support, coordinate, and implement a range of processes and tasks related to human resources, internal policies, and organizational efforts to advance diversity, equity, and inclusion. In addition, the Administrative Coordinator will complete discrete finance projects, ongoing accounting tasks, and is responsible for stores-related finance duties. The ideal candidate is a skilled, pro-active communicator able to handle, plan, and execute multiple types of projects simultaneously. This role is best suited for people who love tracking details, are eager to support others, and are deeply committed to building a great workplace.
Reporting Relationships
This position will report to the Human Resources Manager or Finance Director and will work closely with both to fulfill the entire scope of job responsibilities.
Key Responsibilities
Human Resources Support
  • Support new hire onboarding, mandatory trainings for new employees, smooth transition out for department employees and AmeriCorps service members; update and share organizational charts and onboarding workbooks for new employees and AmeriCorps service members; calculate annual retention and turnover rates, average employee tenure, diversity of staff and board, and track these over time
  • Carry out hiring tasks, including job postings, scheduling, applicant tracking, candidate communication, and creation of outreach materials; support evaluation of outreach and recruiting strategies
  • Organize and maintain HR documents and applicant and employee data securely, confidentially, and with integrity
  • Create tools or materials that encourage employees to take full advantage of their benefits, such as 401(k) and Flexible Spending Accounts, and/or promote financial literacy, especially for AmeriCorps service members and early-career professionals 
  • Perform customer service functions by responding to employee requests and questions; draft emails and contribute to HR communication with staff, such as on COVID-19 protocols and time off; conduct Internet research on various human resources topics or relevant laws, and present findings to the Human Resources Manager and/or Administration Team
  • Create informative and visually appealing slides presentations, handouts, short video or audio recordings, and other resources that support HR presentations and training events for various purposes and audiences
  • With the Human Resources Manager, conduct initial analysis of quantitative and qualitative data of annual Diversity, Equity, Inclusion (DEI) & Culture Survey, including data visualization; support identification of trends over time, and by job level, team, and/or race and ethnicity; report findings and progress toward organizational DEI goals to the DEI Task Force and the staff as a whole
  • Provide administrative support for the Human Resources Manager and general HR work, including note taking and scheduling
  • Support strategic HR initiatives and special projects as needed
Finance Support
  • Enter weekly cash sales deposits for each store and oversee cash procedures
  • Review monthly credit card sales for each store in ShopKeep
  • Enter monthly journal entries from BigCommerce and PayPal
  • Review Google Sheet data, ShopKeep, and BigCommerce
  • Reconcile and report sales tax
  • Facilitate inventory process twice a year for all three stores
  • File documentation for journal entries, store receipts, and sales tax
  • Support accurate reporting of credit card expenditures using Divvy
  • Field staff questions about payments in bill.com
  • Set up payroll so it is run correctly
Other Duties
  • Participate in staff and department meetings, internal committees on diversity, equity and inclusion, the annual 826 National conference, anti-racism trainings, other professional development activities, and performance appraisal systems
  • Proactively raise issues with supervisor to prioritize tasks and implement solutions
  • Meet all deadlines and maintain accurate timesheets
  • All other duties assigned by the Executive Director and supervisor
Education and Experience Requirements
  • Bachelor’s degree or equivalent experience
  • Minimum of two years of relevant work experience in finance, accounting, human resources, or customer service
  • Excellent organizational skills with keen attention to detail and accuracy
  • Sound judgment, including the capacity for impeccable handling of sensitive information and maintaining confidentiality
  • Facility with Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), Zoom, and macOS
  • Experience in HR at a California-based nonprofit (preferred)
  • Able to complete a background check and Tuberculosis screening 
  • Pursuant to the San Francisco Fair Chance ordinance, we will consider qualified applicants with arrest and conviction records for employment
  • Able to provide proof of full COVID-19 vaccination including booster doses when eligible, or participate in an interactive process for accommodations
Required Competencies
  • Develops individual work plans with goals and interim milestones to manage one's work, ensuring high-quality work and timely delivery
  • Communicates project progress to the Human Resources Manager or Finance Director and seeks counsel when help is needed to execute on goals
  • Produces crisp, engaging, and quality communications, both written and verbal
  • Understands when and how to escalate issues through appropriate channels
  • Communicates authentically and respectfully to resolve conflict, even across lines of difference
  • Seeks to embody 826's values around diversity, equity, and inclusion
  • Contributes to cultivating inviting and inclusive spaces for all stakeholders to bring their whole selves to work
  • Understands how various roles, responsibilities, and players, both internal and external, contribute to the mission of the organization
  • Actively seeks input from team, pushing self to find and incorporate perspectives from team members from different backgrounds
  • Actively builds relationships and engages authentically with a variety of stakeholders
  • Approaches new ideas, changes in work, or challenges with a sense of possibility, openness, positivity, and solutions-based attitude
  • Demonstrates ability to adapt to various working and management styles
  • Demonstrates awareness of one’s feelings, thoughts, and behaviors, and their impact on others
Benefits
  • $53,000 Annual Salary, plus a $1,000 language premium for employees who meet the criteria
  • Paid Time Off: 15 Vacation days per year (increases to 20 days after two years), approximately 9 Wellness days per year, 13 holidays, and winter office closure (additional COVID-19 paid time off available through federal and state COVID-19 leave regulations)
  • 99% of employee premium and 40% of premium for dependents enrolled in Kaiser Permanente medical insurance plan (or equivalent for two other HMO or PPO plans), and 40% of employee premium paid for PPO dental insurance plan
  • Employee Assistance Program, group life insurance
  • Pre-Tax Savings: 401(k) plan with employer match, Flexible Spending Account for health and dependent care expenses, Commuter Benefits
  • Professional development funds (budget permitting)
  • Reimbursement for local work-related travel expenses, such as between Writing Centers and school sites
  • Relocation support may be available if moving to California from another state
  • 30% discount at all 826 Valencia stores
Apply
826 Valencia is an equal opportunity employer committed to achieving a diverse staff and inclusive work environment. Candidates who identify as Black, Indigenous or people of color are strongly encouraged to apply. 826 Valencia does not discriminate on the basis of race, ethnicity, age, religion, sexual orientation, political orientation, disability, veteran status, or gender identity or expression. For more information, read the 826 Stand: https://826valencia.org/the-826-stand/. You can read about our core values at https://826valencia.org/core-values/.