Administrative Operations Associate

Job Summary

The Administrative Operations Associate will provide primary administrative support for the day-to-day operations of a Family Resource Center. The Associate will anticipate the needs of team members and help them stay focused on their projects by resolving operational and administrative issues before they arise. This role requires completing projects with minimal supervision along with a high level of attention to detail. Strong customer service skills, excellent keyboarding skills and strong organizational skills are required to be successful. The Associate reports directly to the Director of Administration and works alongside a strong operations team. As part of the Family Resource Centers staff the Associate will collaborate with program staff to provide the best possible environment for the families we serve.

Ideal Candidate Qualifications and Qualities

• Deep passion and commitment to advancing social justice in immigrant, working class and multi-generational communities
• Flexibility and ability to prioritize new tasks appropriately and as needed
• Keen attention to details and willingness to learn
• Problem-solving and strong troubleshooting skills
• At least 2 years of administrative/office support experience
• Bilingual/biliterate Spanish-English or Vietnames-English
• Valid California driver’s license and proof of insurance

Key Knowledge, Skills, and Abilities

• Outstanding customer service and interpersonal and communication skills, especially with a diverse communities
• Ability to concentrate in a busy environment
• Ability to nurture healthy working relationships and communication
• Computer literate (MS Office) and have knowledge of general office equipment
• Able to exercise sound judgment, problem solving, assume responsibility and work independently while exhibiting discretion and maintaining confidentiality
• Fingerprint and background check may be required

Duties and Responsibilities (approximate % of time)

Office Operations (40%)

• Receiving and sorting mail and packages to appropriate locations
• Maintaining office equipment such as copiers, printers, kitchen appliances, etc.
• Manage inventory system and order office/breakroom supplies as necessary
• Order program supplies as requested by program team
• Orders food/snacks for staff meetings, events, other celebrations as requested by staff
• Maintain and support program staff in an organized file systems for the site
• Coordination and integration of organizational calendaring, including program calendar, kitchen clean ups, spring cleaning, etc.
• Manage schedules for community spaces, and assist with equipment set up
• Submit work orders, schedule repairs for general office space and equipment
• May serve as HR Liaison and support orientation and training for new hires, set up new hire desk
• Keep office and staff accountable for following established safety protocols
• Coordinate logistics for administrative programs, such as Food Bank program
• Improve administrative processes when necessary

Front Desk Administration (35%)

• Greeting and receiving all walk-ins and assist with routing to appropriate personnel
• Support walk-ins with community resources using the Resource Binders or referring out
• Answering the telephone; taking and relaying messages; providing information to callers
• Keeping office secure by following procedures, monitoring logbooks, and issuing badges
• Maintaining an office setting, organized and adequate for children and families

Program Collaboration and Processes Alignment (15%)

• Collaborate with administrative assistants at each site to ensure process alignment
• Collaborate with Site Supervisor at each site
• Collaborate with District and School Administrators

Administrative (5%)

• Create and execute an annual work plan, that includes organizational strategies and milestone deadlines
• Execute a professional development plan to develop or strengthen essential skills and seek opportunities for greater and on-going learning, including community organizing models and the practice of popular education pedagogy
• Participate in SOMOS Mayfair staff meetings and training and support major organizational campaigns and projects

Location & Response to COVID-19

The Administrative Operations Associate position normally operates out of SOMOS office located in the Mayfair neighborhood of East San Jose. Due to circumstances caused by the novel coronavirus, the team at SOMOS is currently working remotely part-time. Recognizing that this is a highly unusual and rapidly evolving situation, questions or concerns around location and work logistics will be openly addressed during the hiring process. Candidates should, however, expect to work on site at SOMOS office whenever it has been deemed safe to return to work by local/state governments.

SOMOS Mayfair is an Equal Opportunity Employer (EOE). Applicants are considered for employment without regard to age, race, color, religion, sex, ethnic or national origin, sexual orientation, actual or perceived gender identity and gender expression, disability, genetic information, familial status or veteran status.