Senior Administrative Coordinator - IT

Five Keys Schools and Programs; Oakland (CA); On-site; USD 68,000 - 78,000; Full time

Job summary

A prominent non-profit organization in Oakland seeks a Senior Administrative Coordinator for IT to support agency leadership. In this full-time role, you'll manage various administrative functions, maintain confidentiality while enabling effective operations, and contribute significantly to ongoing community improvement initiatives.

Benefits

Low-cost medical, dental, vision insurance

Generous time off

Annual reimbursements for gym membership and wellness programs

Employee Assistance Program

Comprehensive mental health care platform

Qualifications

• 3 to 5 years of experience supporting leadership team required.
• IT administrative experience preferred.
• Ability to handle sensitive information confidentially.

Responsibilities

• Provide administrative support to the IT Team.
• Compose accurate and detailed meeting minutes.
• Proactively anticipate the needs of the IT Team.

Skills

Communication

Collaboration

Problem Solving

Emotional Intelligence

Organizational Skills

Education

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Student Information Systems (SIS)

Zoom

Job description

Job Details

Job Location: 13th Street - Oakland, CA

Position Type: Full-Time

Education Level: Bachelors Degree Preferred

Salary Range: $68640.00 - $78000.00 Salary/year

Job Shift: Scheduled hours may vary; M-F; 37.5 hrs

Description

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.

Five Keys Overview

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.

Our Core Competencies

A well-qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem-solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.

What it’s really like to join our agency…

At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. We’ve made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams.

We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.

BENEFITS

We offer very low monthly costs for medical, dental, and vision insurance, along with generous time off! Various pre-tax flexible spending accounts and retirement account 403(b) are available. We provide annual reimbursements up to $100 towards gym membership, smoking cessation, and weight loss programs. Annual athletic event participation and annual massages are reimbursed up to $50. Other Company-paid benefits, including free wellness-related apps, an Employee Assistance Program, and a comprehensive mental health care platform, are available to you and your dependents.

Qualifications

JOB SUMMARY

The Senior Administrative Coordinator for Information Technology( (IT) reports to the Director of Assessment and Technology and is accountable for performing administrative duties for Senior Leadership's daily functions in leading the agency. The responsibilities include coordinating the administrative IT needs of the agency and coordinating events and meetings. This includes anticipating the needs of the agency while supporting the Leaders.

This role is a highly visible position. We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you are able to display and maintain the highest level of professionalism and confidentiality at all times, while also maintaining strong boundaries. You must also be able to work and communicate effectively with all levels of management.

JOB DUTIES AND RESPONSIBILITIES

• Provide administrative support to the IT Team
• Provide as needed support to the Director of Assessment and Technology
• Serve as a secondary backup support for Director of Technology and Assessments
• Compose accurate and detailed meeting minutes
• Provide follow-up and completion tracking for any action items from meetings
• Proactively anticipate the needs of the IT Team
• Provide support with Classified Union administrative tasks, while maintaining confidentiality
• Maintain employee and partner confidence and protect operations by maintaining confidentiality
• Support the policies and procedures of the Information Technology department and respect confidential information encountered during the position.
• Provide general support for the IT department and the company’s computer users (e.g., staff and students).
• Coordinate the deployment and return of student devices, including but not limited to maintaining shipping records and tracking IT materials in a detailed log.
• Coordinate records of the asset management database by supporting the assignment of new devices for new employees and ensuring the receipt of technology returns from offboarding in collaboration with the Human Resource team.
• Perform daily administrative functions such as copying, faxing, and printing
• Create, edit, and update PowerPoint presentations for meeting and training
• Draft and edit professional correspondence
• Create, edit, and format complex spreadsheets
• Prepare agendas and reports; collect and analyze information
• Maintain corporate documents and assist with agency-wide audit preparation
• Manage/support vendor relationships
• Maintain professional and technical knowledge; attend educational workshops, review professional publications, participate in professional societies
• Other duties as assigned

KNOWLEDGE AND SKILLS

• Able to maintain strict confidentiality and take all precautions when handling sensitive information
• Forward-looking thinker; actively seeks opportunities and proposes solutions
• Advanced proficiency in Zoom, Microsoft Office, Google Workspace, databases, Student Information Systems (SIS) and Social Media web platforms; Internet savvy
• Ability to maintain strong and appropriate boundaries with personal identifying information when interacting with students, community or program partners, and while at any school location or community or program partner site

EDUCATION AND WORK EXPERIENCE

• Bachelor's degree preferred
• IT administrative experience preferred
• Strong work tenure: 3 to 5 years of experience supporting leadership team, preferably in a non-profit organization and/or educational setting required

PHYSICAL REQUIREMENTS

• To promote the health and safety of its employees, those we serve and our local communities, Five Keys requires that all employees must be fully vaccinated against COVID-19 and/or adhere to all weekly testing and safety measures. Employees may also request and receive approval for an exemption from this policy. Exemptions are granted to accommodate a medical condition or sincerely held religious belief.
• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk and/or computer station
• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS

This position is contingent upon:

• Satisfactory results of a Live Scan (criminal background investigation)
• Successfully obtaining jail clearance for positions working in county jails or probation locations
• Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

WORK ENVIRONMENT

• Moderate to high noise level
• Work environment varies from site to site
• Some personal safety risk working in underserved communities
• Remote, must live in Northern California where Five Keys operates
• Must be willing and able to work in a correctional facility, travel throughout the area to community sites, and state-wide to various locations or meetings up to 60% as needed

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).