Administrative Assistant Friends of Children with Special Needs

Cosmotek College; Fremont (CA); On-site; USD 27,552 - 34,440; Part time

Benefits offered by this job

Paid Sick Leave

Employee Wellness Events

401k with Company Matching

Sign on Bonus/ Referral Bonus Program

Job summary

A nonprofit organization based in Fremont, CA, is seeking a motivated Part-time Administrative Assistant. The role includes managing membership and volunteer databases, coordinating events, and providing general office support. The ideal candidate must have a high school diploma, proficiency in Microsoft Office Suite, and strong organizational skills. This position offers benefits such as paid sick leave and 401k matching.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Demonstrated ability to use Google Workspace tools.
• Strong customer service skills with a friendly demeanor.

Responsibilities

• Maintain and audit membership database accurately.
• Process new volunteer applications and approve service hours.
• Set up and maintain online registration forms for events.
• Coordinate room reservations and ensure equipment availability.
• Monitor inventory levels and procure necessary items.

Skills

Microsoft Office Suite proficiency

Google Workspace tools

Customer service skills

Organizational skills

Attention to detail

Education

High school diploma or equivalent

Tools

Basic office equipment

Job description

Full job description

Position: Administrative Assistant
Job Type: Part Time (15 hours per week), non-exempt

Job Summary

Friends of Children with Special Needs (FCSN) is a nonprofit organization. FCSN’s mission is to help individuals with special needs and their families find love, hope, respect, and support through integrated community involvement. The Finance & Administration Department is seeking a motivated and organized individual for a part-time Administrative Assistant position.

The Administrative Assistant supports the nonprofit organization by performing essential administrative and clerical duties, ensuring efficient daily operations. This role assists with a wide range of tasks, from database management to event coordination.

Job Duties

• Membership Database Housekeeping & Audit: Maintain accurate and current records of member details and cross check information across multiple platforms in preparation of migration to new database software.
• Volunteer Database Housekeeping: Process new volunteer applications, activate orientation modules, and approve volunteer service hours.
• Online Class Registration Setup: Set up and maintain online registration forms for classes, workshops, and events.
• Room Reservations: Coordinate room reservations and ensure necessary equipment or materials are available.
• Inventory Tracking & Purchasing: Monitor inventory levels of all three building’s supplies and materials. Purchase items as needed and ensure timely procurement of necessary items.
• Receiving & Storage Organization: Ensure deliveries are stored or distributed properly, and assist in organizing storage areas.
• Receptionist & General Support: Provide a positive first impression of the organization towards incoming visitors and respond to general inquiries about the organization’s programs, services, or operations. Answer incoming calls and direct inquiries to the appropriate staff members as needed. Assist with mail distribution, email correspondence, filing and scanning as necessary.
• Reporting: Assist with generating monthly reports related to membership and volunteer activities, class registrations, room reservations, inventory usage, and purchasing activities.
• Event Assistance: Provide administrative support for event planning and execution, including logistical coordination, helping with event setups, registration, and communications to attendees or participants.
• Team Member Support: Collaborate with coworkers to support project deadlines and assist in cross-functional tasks as needed to maintain smooth office operations.

Required Skills & Qualifications

• High school diploma or equivalent.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic office equipment (phone systems, photocopiers, etc.).
• Demonstrated ability to use Google Workspace tools.
• Strong customer service skills, with the ability to handle a variety of situations in a professional and friendly manner.
• Professional appearance and demeanor.
• Strong organizational skill and attention to detail.
• Ability to prioritize and handle multiple tasks in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Physical ability to lift and carry boxes or equipment up to 25-30 lbs.
• A positive attitude, reliability, and willingness to contribute to the nonprofit’s mission.

Company Wide Job Requirements

• Must pass DOJ fingerprint-based background clearance prior to onboarding
• Must pass a health screening and TB test prior to onboarding
• Must possess a valid driver’s license and have a clean driving record
• Obtain valid CPR and First Aid Certificate within one month of joining (employer-covered)

Benefits

• Paid Sick Leave (PSL)
• Employee Wellness Events
• 401k with Company Matching
• Sign on Bonus/ Referral Bonus Program