Part-Time Contract Senior Administrative Assistant, Intermediary Services

Description

 Job Title: Part-Time Contract Senior Administrative Assistant, Intermediary Services

Reports to: Vice President, Intermediary and Strategic Partnerships or Senior Staff, depending on contract

Anticipated Hiring Range: $32.81 - $34.45 per hour

Classification/Schedule: Contract/Variable hours; This is a pooled application process, and applications will be reviewed on an ongoing basis. This is a non-exempt contract role with variable hours based on contract needs and available funding. Hours and employment are based on a set period and concludes when contract period ends. Work schedules typically average fewer than 25 hours per week, though hours may fluctuate depending on project requirements. Contract durations vary and may range from 1 to 2 months to more than one year. Specific details regarding hours, assignment length, and project scope will be discussed at the time of offer as contracts become available.  

The Organization: 

Community Partners offers expert guidance, essential services, and a strong dose of passion to help foster, launch, and grow creative solutions to community challenges. For 30 years, hundreds of individuals, groups, foundations and other institutions have worked with Community Partners to create new nonprofit projects, establish coalitions, and manage major philanthropic initiatives to benefit the region.

Our work includes: 

Fiscal Sponsorship

We provide the structure, finance and administrative services, expert counsel in organizational development and connections that help nonprofit leaders succeed.

Intermediary Services 

We help foundations, corporations, government agencies and other institutions achieve greater impact.

Knowledge Sharing 

We offer workshops, reports, speaking engagements, and a range of publications to help strengthen the field.

Community Partners today works with upwards of 180 fiscally-sponsored projects and 20 initiatives and manages roughly $80 million in revenues annually. Our work spans the fields of civic engagement, arts and culture, education, social justice, health, public policy, social services and youth. To learn more, please visit us at www.CommunityPartners.org.

Job Summary: 

As a Part-Time Contract Senior Administrative Assistant, reporting to the VP, Intermediary and Strategic Partnerships or Senior Staff, this position is a central point of contact providing high-level administrative and operational support to intermediary project activities for assigned projects and/or contracts by supporting the design and implementation of regranting and capacity-building programs. This is a good fit for someone who is highly organized, curious and detail-oriented, interested in the nonprofit sector and social justice and wants to learn about and be part of impactful initiatives.  We encourage applications from people who consider themselves under-represented in the nonprofit sector even if they feel they meet only some of the qualifications. 

Essential Functions:

• Perform admin duties as assigned to support a single (or multiple) contract deliverables.

• Manage project calendars, schedule meetings, draft agendas, meeting minutes, and post-meeting action logs

• Assist with compiling, formatting, and filing content including workplans and reports, timelines, and other documents. Assist with third-party administrator documentation and help process invoices.

• Create and update online application and report forms, track and manage submissions, generate and download reports.

• Track project timelines and remind internal and external colleagues about upcoming milestones and due dates; update tracking spreadsheets regarding third-party administrator deliverables.

• Manage Zoom and other digital platforms to host meetings and trainings

• Support intermediary program activities including communications with participants/grantees, notetaking and maintenance of relevant files and databases

• Coordinate and prepare for virtual and in-person meetings, peer learning convenings, workshops, trainings, and other events

• Liaise with core intermediary staff and other departments to gather information and process payments

• Occasional local travel to meetings, conferences, and other work-related events and be on-call during those events to ensure that logistics run smoothly and participant needs are met

• Support contract implementation by accomplishing other duties and general administrative support as needed and assigned

• Discretion and ability to handle confidential issues and information

Requirements

Experience and Qualifications:

• Bachelor’s degree or equivalent experience with relevant work or volunteer experience is required

• A minimum of 2-4 years of work experience

• proven self-starter with a strong work ethic

• Excellent organizational skills; highly attentive to and enthusiastic about details

• Excellent time-management skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

• Strong verbal and written communication skills

• Ability to handle internal and external email and phone communication with a high degree of professionalism

• Able to understand an assignment holistically and take initiative to anticipate needs, take direction, problem solve, develop and implement solutions

• Experience in planning and executing events a plus

• Comfort with technology including proficiency in Microsoft Office software, including Outlook, Word, Excel and PowerPoint, and Zoom required

• Purpose driven and committed to CP’s mission and values

• Ability to travel locally

 Working Conditions: 

The employee is regularly required to sit for extended periods of time, frequently required to walk and stand. The employee must also use his/her hands to operate and feel office equipment and reach with hands and arms. Employee may occasionally climb, stoop, kneel or bend. Employee may occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made to enable individuals with special needs to perform essential job duties.

EEOP Statement: 

We are proud to be an Equal Opportunity Employer, committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected].

To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, Community Partners will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.

Review of applications will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received. 

A Live Scan (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position.