Administrative Associate

UC Law SF; San Francisco (CA); On-site; USD 39,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision

Flexible Spending Accounts

Employee Assistance Program

Life Insurance

Disability Insurance

Retirement Plan

Deferred Compensation

Paid holidays

Vacation & Sick Leave

Commuter Benefits

Job summary

UC Law San Francisco’s Center for Gender & Refugee Studies seeks an Administrative Associate to support staff and the smooth running of the office. A detail‑oriented self-starter who can manage multiple priorities, adapt to evolving processes, and maintain discretion with sensitive information will thrive here.

You will assist with financial data entry, expense processing, grant tracking, donor records, calendar management, onboarding, IT liaison, and travel arrangements.

Qualifications

• Associate's degree or equivalent work experience.
• Strong organizational and time-management skills.
• Proven ability to handle sensitive information discreetly.
• Experience with MS Office and data entry tools.

Responsibilities

• Assist with financial data entry, processing, and reconciliation.
• Prepare expense reports and reimbursements.
• Maintain accurate financial records and grant tracking.
• Support donor databases, correspondence, and fundraising events.
• Manage calendars, travel, onboarding, and IT liaison.
• Coordinate office supplies and internal department needs.
• Print and mail as needed.

Skills

Organized

Interpersonal skills

MS Office

Tech-savvy

Initiative

Attention to detail

Discretion

Team player

Social justice

Education

Associate's degree

Tools

Microsoft Office

Word

Excel

PowerPoint

Database software

Job description

Administrative Associate

Center for Gender & Refugee Studies

Classification: Class Code 1215 / Level 2 / Non- Exempt / Full-Time / Contract / Benefited / Represented

Anticipated hiring range: $28.41-$32 / HR (commensurate with experience)

Location: San Francisco, California

ABOUT THE DEPARTMENT

The Center for Gender & Refugee Studies (CGRS) defends the human rights of people seeking asylum in the United States. With strategic focus and unparalleled legal expertise, for over 25 years CGRS has championed the most challenging cases, fought for due process, and promoted policies that deliver safety and justice for refugees. We are the trusted partner and proven resource for legal services providers and human rights organizations and bring invaluable data and compelling personal stories to shape the public narrative. Through technical assistance and training, we empower advocates to take on complex asylum cases, providing them with the tools they need to craft winning arguments and secure protections for their clients. We use strategic litigation to advance sound asylum laws and protect due process rights. And our policy advocacy and education work provide critical expertise to policymakers at all levels of government, leading the movement to honor our commitments to refugees and asylum seekers under U.S. and international law. CGRS is committed to building an anti-racist and anti-oppression organization that lives its values internally and externally.

THE ROLE and responsibilities

CGRS seeks an Administrative Associate to support the important work of our dynamic staff. A successful candidate is a responsible and detail-oriented self-starter who takes initiative to support the smooth functioning of the office and administrative processes. They will provide critical administrative support to the Center’s staff with a primary focus on supporting our finance and development teams. They will bring strong organizational skills, the ability to manage multiple priorities, comfort with technology, and a commitment to refugee rights.

Typical duties and responsibilities consist of, but are not limited to, the following:

Financial Management

• Assist with financial data entry, processing, and reconciliation.
• Prepare and process expense reports and reimbursements.
• Maintain accurate and organized financial records.
• Provide support for grant management, including tracking budgets and expenditures.
• Assist with audit preparation and related tasks.

Fundraising Support

• Manage donor databases and maintain accurate donor records.
• Assist with donor correspondence and acknowledgments.
• Provide logistical support for fundraising events and activities.

General Office Management Duties

• Manage calendars, schedule meetings, and arrange travel for team members.
• Coordinate general office supplies, including maintaining our physical space and supporting those working remotely.
• Assist in onboarding all new staff, consultants, interns, and volunteers, providing orientation and introduction to Center and UC Law SF-wide systems and processes.
• Support staff, interns, and volunteers with questions/issues relating to computers, printers, email, and network issues by liaising with UC Law SF IT department and troubleshooting where applicable.
• Liaise with other UC Law SF departments.
• Assist with printing and mailing needs

REQUIREMENTS

Education and Experience

• Associate's degree or equivalent work experience.
• Valid work authorization in The U.S.

Knowledge, Skills & Abilities

• Organized, reliable, and efficient, open to learning new things, and creative and innovative approach to improving office systems.
• Strong interpersonal communication skills.
• Tech-savvy with working knowledge and experience with Microsoft Office (Word, Excel, and PowerPoint) and wide range of web and database software.
• Ability to take initiative, prioritize with minimal supervision and work independently, as well as being able to contribute as a member of a team.
• Strong work ethic and attention to detail.
• Trustworthiness with sensitive and/or confidential personnel, financial, and case information.
• Enthusiasm for the role that administration support plays in the critical work of social justice and supporting CGRS’ entire team to execute our important mission.
• Committed to protecting and promoting the human rights of refugees.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For Your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For Your Work/Life Balance

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Please note: This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Not all applicants will be contacted for an interview.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Law San Francisco is an Equal Opportunity Employer. UC Law San Francisco strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law San Francisco College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.