Job Title: Administrative Coordinator

Department: Administration

Employment Status: Regular Full Time, Non-Exempt

Location: Oakland, California, Hybrid: 3-4 days/week onsite

Reports to: Director of Administration

ABOUT THE FOUNDATION

The Kenneth Rainin Foundation (Rainin Foundation) is a family foundation that collaborates with creative thinkers to enhance quality of life by championing the arts, promoting early childhood literacy, and supporting research to cure chronic disease. Founded in 2008, the organization believes in taking smart risks to achieve breakthroughs. Today, with a team of over 30 and total annual grants of approximately $19.5 million, the Foundation supports visionary artists in the Bay Area, creates opportunities for Oakland’s youngest learners, and funds researchers on the forefront of scientific discoveries to cure chronic disease. Through grantmaking and operations, the Foundation embraces the values of collaboration, leveraging of all assets, innovation, responsibility and equity. Inherent in our core values is a belief in compassion, respect, humor and joy.

ABOUT THE TEAM

The Rainin Foundation seeks a self-motivated, highly organized and experienced Administrative Coordinator to join a collaborative team environment, providing targeted administrative project support and Oakland facilities management. The Administration Team is comprised of three key staff across the organization providing centralized administrative support and designing new and streamlining existing organizational processes.

The Administration Team is committed to maintaining an environment that encourages and enhances the Foundation experience for all members of Rainin through the safe, effective and efficient operation and stewardship of the Foundation’s resources, building services with a strong focus on the overall office environment. Our goal is to consistently deliver quality, excellence, professionalism, creativity and integrity in everything we do while embodying the Foundation’s cultural touchstones.

ABOUT THE POSITION

The Administrative Coordinator will provide targeted administrative project support and Oakland facilities management. The Coordinator is an integral part of the Administration Team providing thoughtful and detailed-oriented project support in service of larger organizational initiatives and offering day-to-day admin support across the organization as needed.

The position is responsible for maintaining a well-functioning and welcoming office space in a hybrid work environment keeping the office well-stocked and organized, providing exceptional customer service to staff, vendors and Foundation stakeholders, and liaising with building management to ensure a positive office experience. The Coordinator will also bridge the hybrid workspace gap by providing seamless logistical and technical planning and execution of important meetings and events. The coordinator will help develop and improve office policies, procedures, and systems by identifying gaps, researching best practices, and using technological savvy.

KEY RESPONSIBILITIES:

Administrative Project Support

• Assist in review and development of administrative processes and procedures across the foundation
• Research and identify innovate new tools needed to execute administrative projects
• Assist with the planning and production of organization-wide teambuilding activities
• Manage and archive teambuilding and event photos creating a streamlined sharing system
• Coordinate, plan and execute all office related special projects
• Assist with special projects as assigned from the Administrative Ticketing System and other requests
• Manage the Foundation’s paperless initiative including making and executing on a viable plan, coordinating department archives, and scanning and saving historical documents
• Manage and track projects and workflows using project management tools
• Review and update all administrative standard operating procedures and develop / maintain an office procedures operating manual
• Work with the Admin and IT teams to plan and execute quarterly board meetings
• Assist with internal communication plan and execution of systems including organizing document management system
• Work with the Director of Administration to plan the annual Admin budget for all projected office expenses

Facilities Management and General Office Support

• Ensure all common areas of the physical office space are well maintained, stocked and organized: including conference rooms, Cafe, and supply rooms
• Manage front desk activities and office hospitality including answering phones, guest management, office suite security, scheduling and confirming appointments, and responding to general info emails
• Coordinate and assist with hybrid (in office and on-line) meeting logistics including scheduling support, set up / clean up, ordering food and supplies. Troubleshoot and solve issues with IT as needed. Develop, update and distribute hybrid meeting user manuals to staff.
• Responsible for ordering and organizing all office supplies including keeping an inventory of supplies housed in each supply area
• Manage, update and monitor electronic calendars and sign-up processes (All-Staff, Office sign-up, conference rooms, parking sign-up)
• Maintain office equipment (refill copy paper in printer/fax/copier, empty shredder, replace toner cartridges, etc.) and work with IT and vendors to update or fix the equipment as needed
• Manage and maintain onsite and offsite storage including organizing downstairs space, keeping up-to-date inventories and coordinating with offsite storage vendor to request for records retrieval and paper shredding services
• Collect, sort incoming mail and deliveries as needed
• Make copies of correspondence or other printed material as needed
• Oversee ordering of goods and services for the office operations and coordinate and manage all office related vendor contracts following budget guidelines
• Track and reconcile all expenses for office supplies and office vendors. Produce end-of-month expense reports and provide all supporting documentation.
• Manage, update and archive required certificate of insurance documents
• Order and assist with inventory for all office furniture and equipment
• Coordinate facility service and other office-related repair work requests
• Coordinate communications with the building management team and communications with the parking vendor for the building
• Implement office and safety procedures - coordinate CPR certifications ensuring a healthy and safe work environment
• Manage organization-wide subscriptions

We are looking for someone

who brings…

• Interpersonal, Team and Customer Orientation Skills- Commitment to providing the highest level of customer satisfaction. Ability to use tact and diplomacy when dealing with the needs, problems, and/or concerns of other department staff, vendors, and Foundation stakeholders. Ability to problem solve. Able to work independently as well as collaboratively and as part of a team. Commitment to diversity, equity and inclusion in a work environment.
• Communication - Strong communication (verbal and written), decision-making, interpersonal, conflict resolution and time management skills. Experience writing clear, accurate, and complete messages and instructional information to different audiences. Able to conduct short presentations at all-staff meetings.
• Analytical/Problem-Solving Skills - Ability to maintain accuracy and attention to detail when completing multiple assignments. Ability to evaluate situations, recommend solutions and ask for support as needed. Able to analyze and reconcile data using excel or other systems.
• Technical Skills - Well-versed in office management principles, departmental procedures and policies and able to actively discover new ways to do the job more efficiently. Ability to handle shifting and multiple priorities in an often fast-paced environment. Experience managing projects across departments and with external partners.
• Personal Skills/Work Habits – Strong organizational skills. Flexible, innovative, detail-oriented, and well organized. Demonstrated ability to work in a highly collaborative manner in a dynamic organization. Ability to prioritize and manage projects and tasks and follow through with accuracy and discretion in a timely manner.
• Computer and Software Application Skills – Demonstrated ability with learning functional tools and software applications. High level of proficiency with office equipment, computer applications especially MS Office suite (Outlook, Excel, Word, PowerPoint, SharePoint), Adobe software and Zoom. Some knowledge and experience with Asana or other project management software.

who is…

• Passionate about administrative work and the nonprofit sector
• Committed to the Foundation’s mission, open minded and committed to honest, candid conversations and self-reflection about race, racial justice and equity
• An active and supportive participant in building and maintaining a collaborative and inclusive workplace culture
• Emotionally intelligent and able to build strong relationships that inspire openness and trust
• Intellectually curious, insightful and resourceful
• Able to take initiative and drive work with moderate supervision and guidance
• Intentional about creating order, ensuring deadlines are met, and planning ahead
• A strong team player (no job is too small or too big)
• A flexible problem-solver with a sense of humor who enjoys learning and is comfortable with ambiguity and change
• Self-starter with excellent organizational, writing, proofreading and editing skills
• Proactive in looking for meaningful ways to lean in, help make an impact, especially if/when there is downtime

EDUCATION AND EXPERIENCE

Bachelor's degree from four-year college or university; or two+ years related experience and/or training; or equivalent combination of education and experience

COMPENSATION AND BENEFITS

• The salary range for this position is $31.25 - $34.12 per hour, commensurate with qualifications and relevant experience. Rainin offers a comprehensive benefits package that includes Medical, Dental, Vision, Life Insurance, and Long -Term disability at no cost to the employee. 10% contribution to your 401K, paid winter break every December, and generous paid time off policies. Detailed information and terms about our benefits are available upon hire.

Rainin embraces diversity. We believe that our team is strengthened through hiring and retaining employees with diverse backgrounds, skillsets, ideas, and perspectives. We make hiring decisions based upon merit and do not discriminate based on race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, veteran, or disability status.

HOW TO APPLY

Please submit your resume with a cover letter explaining how your interests and background align with this position.