Posted on September 9, 2012

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Grants and Administrative Assistant

Position Announcement: Grants and Administrative Assistant

Organization Description: The Y & H Soda Foundation is a nonprofit private foundation that supports nonprofit and Catholic organizations committed to the well-being of the underserved in Alameda and Contra Costa Counties. It has three primary grantmaking areas: Family Economic Success (promoting the economic security of low-income families through income and asset building); Community Engagement (promoting the civic participation of low-income communities through community organizing and leadership development); and Urban Catholic Education (promoting the quality and sustainability of inner city Catholic Education for low-income families). Each year the Foundation disburses approximately $5 million in grants to East Bay nonprofits.

Position Description: The Grants and Administrative Assistant is a critical administrative support position in a small office environment in Moraga. The Assistant’s primary responsibility will be administering the Foundation’s grants database. Additional responsibilities are providing administrative support for four executives and managing the office. In addition to excellent customer service skills and superior organizational skills, flexibility is also necessary for this position; it requires the ability to quickly shift roles, “manage up” and “wear many hats” as the situation warrants.

Position Responsibilities:

Grants Database Administration & Communications

• Conduct basic research and inquiries related to grant requests
• Set up new grant requests, send invitations for applications, review applications for completeness
• Generate grant agreements and proofread for accuracy
• Track grants and communicate with grantees as needed
• Generate data reports
• Assist in making database changes as needed
• Maintain and update Foundation website

Administrative Support

• Provide administrative support to four staff
• Schedule appointments for meetings, convenings, and conferences
• Provide logistical support for meetings and convenings (materials, food and beverages, housekeeping, travel arrangements, etc.)
• Answer phones and greet visitors, serve as first point-of-contact for all inquiries
• Respond promptly and appropriately to a variety of email, telephone, and written requests
• Prepare reports, memorandums, and correspondence
• Maintain office hard copy files
• Prepare monthly Board Meeting packets and other correspondence
• Attend Board and Committee meetings and record meeting minutes

Office Management

• Maintain office equipment and serve as primary interface with vendors (copier, computers, printers, phones, etc.)
• Ensure adequate office supplies inventory on hand
• Oversee facilities management – maintenance of office physical plant, including gardeners and janitorial services
• Oversee conference center use - scheduling, applications and insurance forms, setting up room configurations as requested, working with caterers, cleaning and breakdown at conclusion of events

Desired Job Skills

• Excellent verbal and written communication skills
• Detail oriented with a high attention to quality and accuracy
• HHighly organized, ability to multi-task, prioritize, track multiple projects and meet deadlines
• Ability to take initiative and anticipate information needed by staff as situations and projects develop
• Ability to maintain a high degree of confidentiality, integrity, and professionalism in all aspects of the job
• Demonstrated experience with website management
• Comfortable with online environments, able and willing to learn new platforms
• Ability to interact with the general public, executives, and board members in a courteous and tactful manner
• Ability to work independently, as well as with others in a small, collaborative team environment
• Flexibility and willingness to learn new skills

• 5+ years experience in office administration or related work
• Education: Associates Degree required, Bachelor’s preferred
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required, experience with Salesforce or other database systems highly desired
• A sincere dedication to the mission of the Y & H Soda Foundation

Physical Requirements

• Ability to work at a computer workstation for periods up to 4 hours at a time and for up to 8 hours per day
• Ability to speak on the telephone for a total of up to 3 hours per day
• Ability to sit for up to 3 hours without breaks
• Ability to perform repetitive movements, such as typing, filing, and the use of commonly used office machines and supplies
• Ability to lift and move a minimum of 25 pounds

Compensation: The salary and benefits package is competitive and commensurate with background and experience. This is a non-exempt, part-time position at 30 hours per week. The Foundation offers a comprehensive benefits package, including medical, dental, and disability insurance, vacation and sick leave, and a 401(k) retirement plan.

The Y & H Soda Foundation is an equal opportunity employer. The Foundation welcomes applicants from diverse backgrounds and seeks to hire qualified staff members who reflect the rich diversity of the East Bay communities we serve.

Application Instructions

To Apply: Qualified candidates should email a resume and cover letter by September 28, 2012 to: Program-Assistant@yhsodafoundation.org. Applicants are encouraged to submit their materials as soon as possible.

Due to the high number of applicants for this position, we regret that a confirmation receipt is not automatically provided. We will be in direct contact with candidates who are invited for interviews. No phone calls please.