Organizing Administrative Assistant (San Francisco)

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ACLU of Northern CA

The Opportunity

The ACLU of Northern California (ACLU NorCal) seeks an Organizing Administrative Assistant for the San Francisco office.  This position will be directly responsible for ensuring that the Organizing Director and the three organizing program managers have top-notch support so they can do their best work. The position also helps ensure the department functions smoothly overall.  The ideal candidate loves getting the details right, checking things off a list, and anticipating the needs of the people they work with.

The Approach

Our work is guided by the principles of freedom, equality, and justice enumerated in the Constitution. However, we know that because of historic and systemic racism and other forms of oppression, these principles are not equitably applied to all. In an ideal world, everyone would have equal access to justice and equal protection under the law. Unfortunately, neither our world nor our country is ideal. Our work involves hard subject matters that can be emotionally draining for some people. Ideal candidates will understand that as a mission-driven organization; we strive to make the world a better place knowing that the road is long and hard. At the same time, we understand the importance of self-care and do our best to reflect that in our practices and values.

The Position 

Primary Responsibilities and Accountabilities

Provide administrative support to four members of the organizing staff, including the following responsibilities:

  • Provide administrative support to department management on a daily basis, including scheduling, setting up online or in-person meetings, accessing data or doing online research, purchasing supplies and materials, following up with the public or vendors by phone or email, processing contracts, and other ad hoc needs that arise throughout the day.
  • Occasionally accompany department management to events or meetings to provide on-site logistical support, take notes, and help with advance work and follow-up, including data collection and entry.
  • Attend meetings with department management to track follow-up items, anticipate needs, and identify opportunities to provide administrative support.
  • Coordinate travel arrangements.
  • Work with finance staff to ensure smooth processing of business expenses and invoices for department management.

Provide logistical and administrative support for department programs, including the following responsibilities:

  • Vet and process financial sponsorship requests for non-profit partners within an allocated budget.
  • Provide complete logistical support for volunteer/activist programs and events (both online and in-person), including booking venues or setting up Zoom/Microsoft Teams, managing registration before and check-in during, coordinating technology needs including audio-visual setup and online tools for participants, managing slides during online training, coordinating security and safety protocols, ordering food and supplies, coordinating with vendors on-site and beforehand; formatting handouts and PowerPoints; and packing and transporting materials and supplies;
  • Occasionally provide logistical support for large-scale volunteer/activist events, including conferences with 300 or more participants, or events featuring musicians, performances, multiple vendors, and many moving parts in a fast-paced environment.
  • Support event and program recruitment through digital platforms by building and regularly downloading responses from online sign-up forms, posting events to map.peoplepower.org or other outreach platforms, updating the website with program and event information, and making recruitment calls as needed.
  • Coordinate interpreters, translators, captioners, childcare, and other services to ensure programs and events are accessible to all participants.
  • Occasionally coordinate travel arrangements for participants.
  • Coordinate in-office administrative volunteer program, including screening new volunteers, onboarding, recruiting to fulfill volunteer needs, scheduling, working with other staff to develop and assign projects, and manage the implementation of projects with volunteers.
  • Triage incoming requests and questions from the public, answering some and directing others to colleagues.

Provide other general support to ensure smooth departmental operations, including the following responsibilities:

  • Coordinate calendar of department events, including internal meetings and external events and programs, and provide logistical support using Zoom, Microsoft Teams, or PowerPoint, booking venues, ordering food, coordinating supplies, ensuring participants’ accessibility needs are met, and taking notes.
  • Occasionally coordinate travel for the full department when multiple staff has the same travel schedule.
  • Provide administrative support to the Community Engagement and Policy Action Committee of the Board of Directors and other ad-hoc committees, including scheduling meetings, collecting RSVPs, tracking attendance, sending reminders, and taking notes.
  • Work closely with General Counsel to process contracts.
  • Work closely with Operations and HR to ensure the department is meeting operational needs and expectations for use of office and other personnel and administrative functions.
  • Work with other organizational administrative support staff on organizational projects as assigned.
  • Other special projects and administrative tasks as assigned.

About the Organization

The ACLU of Northern California is an affiliate of the American Civil Liberties Union, a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. The ACLU of Northern California (ACLU NorCal) is comprised of two distinct corporations, the ACLU Foundation of Northern California (the “Foundation”, a 501c3) and the ACLU of Northern California (the “Union”, a 501c4). The incumbent is a joint employee of both corporations. For most of the last century, ACLU NorCal has been part of many of the most major – and sometimes controversial – struggles for civil liberties and civil rights in our state.

Our mission is to ensure that Constitutional rights don’t just exist on paper but are protected in practice. As we move into a new era, we face dangerous policies that threaten our civil rights and civil liberties, we must use our decades of experience in impact litigation, legislative advocacy, and fearless organizing to fight these policies and protect our most cherished rights and freedoms. At the same time, ACLU NorCal is committed to advancing proactive and positive change to transform laws and institutions to advance our values. We are committed to fostering an anti-racist work culture and to anti-racist principles and learning.

Job Requirements:

Education / Experience:

  • A minimum of two years of experience doing administrative work in a fast-paced non-profit, government, legal, or other office setting preferred

Required Skills / Competencies:

  • Ability to think proactively, anticipate problems, analyze situations, develop effective solutions, and take initiative to facilitate smooth departmental operations.
  • Adaptable to changing circumstances.
  • Excellent interpersonal skills and the ability to represent the organization to the public as well as interface with all levels of staff and volunteers while maintaining tact, diplomacy, and confidentiality.
  • Excellent judgment, especially when dealing with sensitive issues/situations.
  • Physical ability to set up, staff, and clean up from meetings and events, including moving chairs and tables, and carrying boxes and equipment.
  • Ability to track and coordinate logistics and travel arrangements for meetings, events, and training.
  • Ability to multi-task, prioritize, stay organized, and complete assignments under deadlines.
  • Available for weekend and evening responsibilities.
  • Available for some travel within Northern California and very rarely Southern California or out of the state.            
  • Valid driver’s license.
  • Ability to work as a team member as well as independently.
  • Commitment to racial justice and other forms of equity.

Preferred Skills / Competencies:

  • Strong verbal and written communication skills, including in writing professional content for external communications.

Technical Skills:

  • Proficiency with office technology and information systems (including Word, Excel, Outlook, PowerPoint, Teams, and Zoom). 
  • Confident with technology and willing to learn how to use new databases and online tools.

Total Compensation

We are committed to creating and maintaining a diverse workforce through equity initiatives, which include equitable pay practices. Competitive compensation is commensurate with experience. Starting salary range for this position is $26.47-$30.89 Hourly and is expected to be a 40-hour work week.

We understand how vital our work is and at the same time understand the toll engaged activism can take. Our goal is to retain staff and we believe that having a robust benefits offering is vital in meeting that goal. Our benefits include four weeks of paid vacation in addition to 14 office holidays; fully employer-paid medical, vision, and dental insurance for staff members, their dependents, and spouse or domestic partner; life and long-term disability insurance; and 401(k) plan with employer match. We have a robust Employee Assistance Program and emerging Employee Resource Groups.

This position is represented by IFTPE Local 20.

To Apply

Applications will be accepted until the position has been filled. We encourage you to apply as soon as possible as we will be evaluating applications on a rolling basis.  Applications must include (1) a resume, and (2) a cover letter stating your interest in the position. Applicants concurrently applying to any other position with the ACLU should state what other position they are applying for in the cover letter. Please submit your application online at:  https://boards.greenhouse.io/aclunc/jobs/5222476002

The ACLU NorCal is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail hr@aclunc.org.  If you are selected for an interview, you will receive additional information regarding how to request accommodation for the interview process.

The ACLU of Northern California advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, and any other basis prohibited by law. The organization also provides reasonable accommodations for qualified applicants and employees with disabilities. This equal employment opportunity policy applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this policy, the ACLU NorCal strives to establish and maintain an equitable and accessible work environment that is free from discrimination and supportive of a workforce that reflects the rich diversity of our communities and the people we serve.

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