Administrative Associate

Regional Support Office Oakland, California


Description

Position Summary

The Administrative Associate's role is to amplify the success of our Chief of Schools and manage the successful planning and coordination of professional learning events. The associate will learn the inner workings of a dynamic, mission-driven organization with a strong track record of results from seasoned educational and nonprofit professionals. The ideal candidate will demonstrate that s/he is a great relationship builder who has strong systems for managing work, effective prioritization, and is expert at ‘seeing around corners,’ anticipating upcoming needs and conflicts and resolving them. 

This position reports to Associate Director of Strategic Projects and is based out of our Regional Office in downtown Oakland (BART accessible), with frequent travel to our local schools and communities throughout Northern California – including San Jose, the Peninsula, San Francisco, the East Bay, and Stockton. The position starts immediately. 

Preferred Qualifications

Experience/Education:

  • 2+ years of administrative support experience 
  • 2 years experience project planning and executing events
  • Experience working in the education field preferred, but not required
  • BA/BS or equivalent experience

Knowledge/skills required:

  • Knowledge of and skills working with the Google suite of applications
  • Project planning and progress monitoring of large projects
  • Excellent communication skills (verbal and written)
  • An eagerness to receive and implement feedback
  • A commitment to diversity, equity, and inclusion and the ability to partner across lines of difference 
  • A deep passion for social justice and equity for all children; a strong belief that all students can achieve at the highest levels regardless of demography

Essential Functions and Responsibilities

Administrative duties: This individual will amplify the success of the Chief of Schools, by ensuring that their time is spent in alignment with organizational priorities and that they are supported to be highly effective. 

  • Proactively manage the Regional Calendar to ensure a high degree of visibility, efficiency and effectiveness with both internal and external stakeholders; own annual process for creating annual calendar.
  • Manage weekly communication emails to School Leaders
  • Manage high level discipline communication and compliance
  • Perform other related duties and special projects as required or assigned
  • Ensure the Chief of School’s expense reports are submitted in a timely and efficient manner 
  • Own a subset of regional procurement processes
  • Use provided budget tools to maintain accurate account of expenses, payments and budgets 
  • Leverage provided project planner to document status of tasks 

Event Management: Contributes to successful planning and execution of professional learning communities and events by owning specific tasks:

  • Coordinate pre-event details including, but not limited to: scheduling venues, ordering food, arranging travel, assembling materials, purchasing gifts, managing attendance, and communicating to attendees
  •  Plan and manage day-of logistics (calendaring, A/V, catering, vendor & event management, materials, etc.) for professional learning events, including traveling to event locations to provide on-site support.
  • Own management and relationships with outside vendors who will assist with setting up, closing down, and other activities as needed 
  • Manage sign-in, contributing to the joy factor by arranging music, gifts or other fun activities.
  • Submit accurate and timely reports for event-related expense and reimbursements

Physical, Mental and Environmental Demands 

Physical: Sitting, walking, carrying, use of both legs, climbing stairs; ability to use a computer for long periods of time, keyboarding, mousing, ability to participate in conference and video calls. Driving up to two hours at a time or taking public transportation. Lifting up to 40 lbs.

Mental: Problem Solving, Make Decisions, Interpret data, Read and write, organize. Stress of deadlines and work standards, work with interruptions, concentrate for long periods of time, memorize and recall objects and people.

Environmental: Office and travel. Environment subject to interruptions and distractions.  Occasional travel to schools. In an emergency context (e.g., pandemic) work may be conducted virtually fully or partially for extended periods of time or longer, and the expectation is that the individual will establish a productive, remote work environment (e.g., ability to stay connected through different technology means). It may require remote work as current public health guidelines warrant.

Classification

Full-time, non-exempt position based on the regional support office calendar and time-off policy.

About KIPP Public Schools Northern California

We are a thriving nonprofit network of 17 free, public charter schools open to all students. At KIPP, we believe all children should grow up free to create the future they want for themselves and that schools can and should be a critical factor in making that vision a reality. Together with families and communities, we create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose—college, career, and beyond—so they can lead fulfilling lives and build a more just world.  

Our student community consists of over 6,000 elementary, middle, and high school students in East Palo Alto, Oakland, San Francisco, San Lorenzo, San Jose, and Redwood City. 79% qualify for free or reduced price lunch, 23% are multilingual learners, and 10% have special needs.  We strive to cultivate a representative team of teachers and leaders that reflect our students’ diversity.

Compensation

We are dedicated to you and your family's well-being! KIPP offers a competitive salary as well as a comprehensive benefits package including medical, dental, vision, and transportation benefits. 

How to Apply

Please submit a cover letter and resume by clicking apply on this page.

Questions? Email [email protected]