Affirmative Action/Equal Opportunity Employer
The American Friends Service Committee is a Quaker organization that promotes lasting peace with justice, as a practical expression of faith in action. Drawing on continuing spiritual insights and working with people of many backgrounds, we nurture the seeds of change and respect for human life that transform social relations and systems.
Title: Arizona Administrative Associate
Job Category: Non-Exempt
Status: Full-Time, Specific Term (2 years)
Supervisor: Arizona Program Director
Region/Unit: West Region
Location: Tucson, Arizona
Date Approved: December 2017
Summary of Principal Responsibilities
The Administrative Associate provides budgeting, bookkeeping and grant administrative support, clerical support, database management, fundraising support, office management and assistance with organizing special projects, events and volunteers as well as other duties as needed.
In addition, the position will involve administrative support for the coordination of a national network of advocates, including scheduling, regular communications (emails), conference and event planning, and other logistics.
The job requires an understanding of budget oversight and tracking, basic bookkeeping, administrative and simple human resources functions as well as the ability to deal efficiently with the routine needs of the program. This position involves handling confidential personnel and administrative documents.
A reasonable degree of flexibility with scheduling tasks is required, along with the ability to work independently in a rapid paced environment, prioritize among competing demands, and accomplish assigned tasks in a timely manner and efficiently. The person in this position should excel at detail and accuracy, have excellent communication skills, comfort working in a networked computer environment, and the ability to use Microsoft Office Suite, Word and Excel, or similar software for document layout, word processing, spreadsheets, and database management. The Arizona Administrative Associate works under the supervision of the Arizona Program Director.
Essential Functions/Responsibilities: The key responsibilities of the Arizona Administrative Associate include the following:
- Act as Finance liaison, which includes office accounts payable, processing check requests and staff credit card receipts and the handling donations and tracking of office finances.
- Assist with job searches, process paperwork for new hires and personnel changes; maintain Human Resources files; serving as a liaison with the West Region administrative assistant for Human Resources.
- Support the Director with tracking program budget and income and expense reports.
- Assist with grant proposals, data collection, grant documentation, record keeping and grant reporting.
- Manage logistics for special projects, events and evaluation of programs.
- Building and strengthening office systems, including developing and maintaining standards procedures, record keeping systems, and databases.
- Recruit, train, and schedule interns and volunteers.
- Manage administrative detail of program work such as logistics and reports.
- Assist with general office tasks such as sorting mail, responding to phone messages, keeping inventory of office supplies, and communicating with landlord.
- Manage Network, including scheduling meetings, notifying members of upcoming meetings, draft agendas, prepare meeting materials, and take meeting minutes.
- Perform other tasks and duties as needed.
Education: Bachelor’s degree or equivalent strongly preferred. Exceptional work experience may be accepted in lieu of the degree.
Experience: 1-2 years administrative, finance/accounting, and/or office management experience
Other Required Skills and Abilities:
- Experience with conference and event planning.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Docs.
- Facility with databases, spreadsheets, and record keeping software.
- Meticulous with details.
- Ability to work in a fast-paced, sometimes intense environment.
- Expert in juggling priorities and deadlines.
- Emotional maturity and a sense of humor.
- Ability to talk with and relate to a wide variety of people.
- Strong written and oral communications skills.
- Person of strong character, integrity, and discretion.
- Formerly incarcerated people and families of incarcerated people are strongly encouraged to apply.
- Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
- Understanding of and commitment to the principles, concerns, and considerations, of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff.
Compensation: Salary Range 12 – Non-Exempt – Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.
The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, gender identity, sexual orientation or disability.
AFSC’s Central Office and some of its offices in the U.S. are unionized workplaces. This position is not represented.
The American Friends Service Committee is a smoke-free workplace.