Senior Administrative Assistant, Center for Community Solutions, San Diego, CA

Senior Administrative Assistant

Posted on: September 20, 2014
Posted by: Center for Community Solutions

CCS SUMMARY

Since 1969, Center for Community Solutions (CCS) has been creating safe and healthy communities with a core emphasis on the prevention and intervention of sexual assault and relationship violence. Our mission is to end relationship and sexual violence by being a catalyst for caring communities and social justice.

CCS is an equal opportunity employer that strives to create a diverse workforce and an inclusive culture.

POSITION SUMMARY

Under general supervision from the Administrative Services Manager, provides front desk reception and administrative support to leadership in the Coastal Office, including data management and program support. Performs general office support functions for the facility as directed by supervisor. As the first, and often only, contact that many victims, community members, and other clients will have with CCS, the Administrative Assistant provides professional and courteous service to create a welcoming and caring environment. Works with the Coastal team to ensure the timely, effective, and seamless provision of services to victims and other clients, other professionals, donors, and other individuals who contact CCS seeking assistance, information, advice supports, or referrals.

DUTIES & RESPONSIBILITIES

1. Primary Front Desk Reception and Initial Client Contact

• Greet walk-ins, respond to their immediate needs, and creating a welcoming environment in the reception area.
• Operate high-volume, multi-line phone system, answering and directing calls appropriately.
• Identify service needs of callers or walk-ins, then link individuals to appropriate CCS staff and program service.
• Provide thorough and accurate basic information and referrals to callers and walk-ins.
• Refer non-routine, sensitive or complex issues, such as complaints, to appropriate staff.
• Take messages accurately, forwarding them to appropriate staff in a timely manner.
• Maintain neat front desk reception area and waiting room.
• Follow security protocols to ensure safety of clients and staff.
• Work as part of CCS's Coastal team to provide effective and culturally sensitive services in a caring environment to diverse clientele.
• Ensure that all clients' confidentiality is protected.

2. Fiscal and Program Administrative Support:

• Provide clerical and administrative support to a variety of programs housed in the Coastal Office, including but not limited to advocacy, counseling, legal, prevention & education, fiscal, HR, and development. Tasks include, but are not limited to composing correspondence, scheduling meetings, organizing files and paperwork, and maintaining agency-wide monthly calendar. Requests are routed through supervisor.
• Endorse all incoming checks, record on log, and forward checks/copies according to protocol.
• Mail or distribute all accounts payable checks.
• Prepare monthly expense check requisitions.
• Enter data into forms or electronic data management systems while ensuring client confidentiality according to protocols.
• From rough notes, drafts, and oral instructions, type and format labels, letters, reports and other documents within designated timeframes.
• Prepare and distribute flyers, emails, faxes, letters, and other communications as directed.
• Organize and maintain up-to-date files and paperwork for office use.
• Carry out special duties and projects as assigned.

3. Office Support:

• Maintain office supply inventory. Prepare supply orders and receive/disperse supply shipments.
• Keep inventory of office equipment as required and assist with equipment maintenance.
• Receive incoming office donations. Schedule and oversee donation pick-ups.
• Schedule meetings, internal events, and gatherings as requested. Set up rooms for trainings.
• Update facility rosters, room and key/fob assignment lists, vendor contact lists, mailboxes, and after-hours' sign-in sheet.
• Process and distribute incoming mail.
• Schedule copier maintenance. Replace toner, and order and stock copy paper as needed.
• Maintain fax machine. Distribute incoming faxes to appropriate mailboxes.
• Check and refill standard office forms. Ensure adequate postage in reception area.
• Assist with storage facility organization.

4. Technology/Communications

• Act as the point person for all technology needs and repair requests.
• Serve as liaison with computer consulting company for all CCS offices, including entering service tickets and daily monitoring of computer repair portal.
• Coordinate facility alarm system and telephone system maintenance. Provide equipment training to new staff and interns. Setup email, voicemail system, and computer network permissions. Provide new staff with orientations to the facility, and phone/voicemail and alarm systems.
• Perform troubleshooting tasks regarding servers, desktop computers , network issues, and printers.

ESSENTIAL JOB REQUIREMENTS

EDUCATION

• High school diploma. AA degree preferred.

EXPERIENCE

• Minimum two years' experience performing receptionist and general administrative duties.

REQUIRED SKILLS, KNOWLEDGE, SPECIALIZED TRAINING

• Oral and written fluency in English and Spanish.
• Strong computer skills, demonstrated proficiency in MS Office programs (Word, Excel, Outlook).
• Ability to operate a multi-line telephone system, computer, and other standard office equipment.
• Ability to handle a high volume of telephone calls with courtesy, speed and accuracy.
• Ability to understand and carry out oral and written instructions.
• Ability to work on multiple and concurrent tasks with constant interruptions in a busy office environment.
• Excellent time management skills. Ability to prioritize multiple tasks in order to meet deadlines.
• Ability to word process at 50wpm and enter data into Excel spreadsheet with 95% accuracy.
• Ability to work independently with general supervision.
• Must demonstrate an acceptance and respect for cultural diversity in all its forms, including ethnicity, sexual orientation, abilities, and religious backgrounds and an ability to work collaboratively in an ethnically, linguistically, and culturally diverse environment.

PREFERRED SKILLS OR QUALIFICATIONS

• Experience in a nonprofit or crisis services work environment.
• Advanced skills in computer software/applications/etc, e.g., creating Publisher documents, designing Excel spreadsheets, or managing multiple Outlook calendars.
• Ability to proofread documents.

PRE-EMPLOYMENT REQUIREMENTS

• Live Scan criminal background clearance.

Languages needed: English and Spanish

Level of language proficiency: Bilingual fluency

Employment type: Full time

Salary details: $12.75/hr ($26,520/yr) starting

Benefits: Generous time off & holiday benefits; group medical/dental/vision; 401(k) + FSA

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Must be able to sit for long periods of time.
• Frequent repetitive hand use and simple grasping, e.g., desk and computer functions.
• Occasional standing, walking, kneeling, bending, twisting, pushing, pulling, reaching above and below the shoulder.
• Work is normally performed in a typical interior office work environment.
• Ability to lift and carry up to 25 lbs.
• Ability to work in domestic violence, sexual assault and stalking fields, which at times inherently create safety concerns.

Hrs/Schedule:40 hrs/wk; M-F, 8:30am-5:30pm

HOW TO APPLY

To apply, please send cover letter and resume to Megan Moses, Administrative Services Manager, at email: mmoses@ccssd.org

Voting Rights Attorney, ACLU, San Diego, CA

Voting Rights Attorney

Posted on: June 21, 2013
Application deadline: July 15, 2013
Posted by: American Civil Liberties Union of San Diego & Imperial Counties

DESCRIPTION

The ACLU and ACLU Foundation of San Diego and Imperial Counties seek a voting rights attorney who will help protect civil rights and civil liberties by coordinating the ACLU's policy work to reduce barriers to voter registration in the state of California. The voting rights attorney will work under the supervision of the director of the ACLU of California's Voting Rights Project, and will work closely with the ACLU's legal, policy, field/organizing, and communications teams to build a statewide infrastructure for voter registration at state and local agencies.

The ACLU fights for individual rights and fundamental freedoms for all, through education, litigation, policy advocacy, and organizing. The ACLU promotes and defends civil rights and civil liberties, including First Amendment rights, equal protection, privacy, and due process. The San Diego ACLU works collaboratively with the ACLU affiliates headquartered in Los Angeles and San Francisco, and with a lobbying office in Sacramento. Together, the three affiliates have more than 110,000 members and 130 staff in California.
Located in beautiful San Diego, the ACLU affiliate covers the length of California's border with Mexico. It has 23 staff members, 22 board members, 9,000 members, and an annual budget of $3.1 million. San Diego is the eighth largest city in the United States and the second largest in California. San Diego County has the third largest number of registered voters in California. Imperial County is the poorest county in California.

RESPONSIBILITIES

• Coordinate a multi-county project to develop the infrastructure for increased voter registration opportunities.
• Facilitate and maintain relationships with state agency leaders and policy makers to ensure full implementation of state and federal laws relating to voting rights.
• Develop and maintain relationships with other ACLU affiliates, state and local government stakeholders, and local, state and national policy advocates and networks.
• Monitor and analyze state and national policies, trends and issues related to the project and recommend courses of action when necessary.
• Work with allies and other ACLU affiliates in California to prepare legal responses to voting rights issues that affect the state of California.
• Create a system of research and documentation for the project, including the development of ACLU's statistical research capacity. Generate quarterly reports in relation to the project and produce any required grant reports and/or future funding applications.
• Create quarterly work plan and confer with the Project Director as necessary.
• Contribute to other projects as needed by the organization.

QUALIFICATIONS

The candidate must possess a minimum of three years experience in elections, civil rights and social justice work. Experience with election law and policy preferred. He/she must have excellent skills in research, writing, and complex data analysis; possess the ability to plan, organize and implement a multi-county project; analyze legal compliance and advocate for state level policies; have the initiative and ability to exercise good judgment; and have an understanding of and commitment to the goals and values of the ACLU. The candidate must be willing to travel and spend multiple days per month in the Bay Area and Central Valley. The candidate must have a driver's license and proof of insurance.
Fluency in Spanish desired but not required.
Education: J.D. and California Bar Admission

HOW TO APPLY

Interested individuals must send a cover letter, resume, list of references, and an analytical writing sample (no more than 5 pages, double-spaced, 12-point font), preferably by e-mail to jobs@aclusandiego.org or by mail to:
ACLU of San Diego & Imperial Counties
PO Box 87131
San Diego, CA 92138-7131

Director of Development, Planned Parenthood, Riverside, CA

Director of Development

Posted on: April 1, 2013
Posted by: Planned Parenthood of the Pacific Southwest

DESCRIPTION

Planned Parenthood of the Pacific Southwest (PPPSW) provides essential reproductive health care and educational programs to 150,000 women and men annually in Riverside, San Diego, and Imperial Counties. Care is provided regardless of their personal circumstances or ability to pay. It has been building healthy communities since 1963 with the most sophisticated instrument in medicine: accurate information that can help people make the best decisions about their health. Governed by a 28-person Board of Directors, the organization has over 475 employees and an annual operating budget of $60 million. It operates 19 health centers in San Diego, Riverside and Imperial Counties.

Planned Parenthood believes that health care is a basic human right and that prevention is the best medicine, which is why 93% of its services are preventive, including life-saving cancer screenings, well-woman exams, education programs, STD prevention and treatment, family planning, WIC nutritional services, prenatal care, and more.

The majority of Planned Parenthood's funding comes from state and federal grants and fee for service income. The Agency presently raises approximately $4 million annually from private sector grants, major gifts and bequests.

Planned Parenthood of the Pacific Southwest is an affiliate of Planned Parenthood Federation of America. An independent 501(C)(3), it is a self-governing, nonprofit organization.

POSITION

In partnership with the Senior Staff and Board of Directors, the Director of Development - Riverside County provides strategic planning and direction to all fundraising and development activities for the organization in Riverside County. S/he is responsible for driving and forging new relationships to build Planned Parenthood's visibility, impact and financial resources to meet its current challenging goals and future growth requirements. This includes designing and implementing a comprehensive plan for developing key external alliances by cultivating individual and philanthropic support. The Director of Development – Riverside County will be either located in Riverside or the Coachella Valley and reports to the Vice President of Development in the San Diego headquarters.

Key duties and responsibilities include the following:

• Oversee and build a portfolio of donor prospects for gifts of $1,000 and, especially, $5,000 or more.
• Responsible for defined metrics and volume of donor interactions and amount raised, showing clear evidence of having obtained more and often, upgraded gifts.
• Oversee the development of individualized donor relationships, interactions and solicitations. Involve volunteer leadership and program staff as needed to develop relationships and solicit donors.
• Responsible for the identification and movement of donors higher up the "pipeline", determining when the donors will benefit with interactions from other leaders within PPPSW, including the VP of Development and CEO.
• Broker relationships between donor prospects and PPPSW professional and volunteer leaders, program staff, and others in the community, providing guidance as to what and how these "partners" can successfully interact with donor prospects.
• Represent PPPSW at individual or group meetings with donors and volunteer leadership, with sufficient understanding of the organization to represent all aspects of the Agency including programs, finances, and future plans.
• Develop unique solicitations and presentations for special project proposals as needed through interaction and partnerships with program staff.
• Explore innovative communication techniques with donor prospects, including usage of new technologies.
• Utilize the Prospect module on Raiser's Edge to manage donor interaction.
• Broker partnerships with Planned Parenthood Federation of America's (PPFA) major gifts professional staff, determining if, how, and when joint efforts are productive to PPPSW.
• Develop clear and timely gifts reports for presentation to the VP of Development, CEO, overall Agency, volunteer leadership, and donors.
• Represent the Planned Giving Program to Riverside County supporters.
• Procure planned gifts (remainder gifts and gifts involving financial/estate planning components).
• Increase the number of people in the Legacy Circle from Riverside County.
• Provide stewardship and ensure successful relationships with Riverside County members of the Legacy Circle.
• Track the progress of Riverside County planned gifts transitioning from the donor to PPPSW (ex. notification from any attorney about PPPSW being named in the will of a recently deceased donor).
• With approval of the VP of Development, create and work with volunteer committees as needed.
• Work with, and develop, as needed, volunteer committees to spur involvement and outreach of volunteer, community partners.
• Develop strategies and recommendations for the Riverside County component of an Agency campaign to raise 50^thAnniversary funds.
• Recommend enhancements to the Development Department systems to benefit major gifts acquisition.
• Plan and help implement donor events and gatherings, as needed.
• Create and submit annual expense budgets for approval.
• Attend Agency leadership meetings and participate on committee as needed.

REQUIREMENTS

PPPSW is seeking a candidate with at least seven years of proven experience managing a complex fundraising program in a sophisticated organization with a reputation for quality and excellence, with extensive major gifts expertise. A successful track record of personally identifying, cultivating and soliciting individual donors, and foundations for support; experience with progressive constituencies is desirable. In addition, s/he should have:

• Proven results in meeting and growing challenging fundraising goals.
• Demonstrated experience in presenting to and communicating with senior level business and community leaders.
• Solid understanding of political influences and external pressures that can guide and determine funding outcomes.
• Demonstrated ability to work effectively with and quickly gain the respect and support of various constituencies, including board and staff members, donors, foundation and civic leaders; experience recruiting and organizing volunteers.
• Demonstrated experience in developing and managing and budgets. Bachelor's degree (BS/BA), Master's degree preferred.
• A valid driver's license, a reliable means of transportation and current auto insurance in compliance with the minimum requirements of the California Vehicle Code standards of bodily injury and property damage.
• An in-depth and proven knowledge of community relations/fund raising procedures and donors in the Riverside County/Coachella Valley philanthropic community and beyond is preferred.
• Willingness to travel throughout Riverside County as needed.
• Willingness to travel to San Diego for monthly staff meetings or as needed.

PERSONAL CHARACTERISTICS

The successful candidate must have:

• An unwavering pro-choice orientation and a commitment to the mission of Planned Parenthood.
• A strong commitment to quality healthcare and excellent customer service.
• The vision to create excitement and energy around the affiliate's programs and encourage others to support the organization.
• Persuasiveness, persistence, and determination in pursuit of the organization's fundraising goals.
• Strong leadership, motivational and coaching skills.
• Energy and the willingness to work hands-on in developing and executing a variety of fundraising activities ranging from the day-to-day to the highly creative and visible.
• A proclivity for sharing information readily, the ability to listen as well as give advice and respect for the abilities of others; diplomacy and tact.
• Outstanding written and verbal communication ability and public presentation experience and facility.
• Comfort with goal setting, quantifying results and accountability, and superior problem solving proficiency.
• Strong negotiation skills.
• Outstanding organizational and time management skills. The candidate must be able to handle varied tasks simultaneously and meet deadlines under pressure of short timelines.
• The ability to demonstrate mature judgment, initiative and critical thinking.
• The sensitivity and cultural competence to relate to diverse communities.
• Accuracy and attention to detail.
• A professional demeanor at all times, with a sense of humor to maintain balance.
• A strong work ethic and the recognition that development is not a 9-5 job; that evening and weekend work is sometimes required for success;
• Computer skills appropriate for the position; proficiency with the Microsoft Word, Excel, Outlook and the Internet.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LEADERSHIP COMPETENCIES 

Steward

1. Planned Parenthood Experience (Customer Focus)

Approaches every interaction with respect, honesty and an earnest desire to help. Fosters a comfortable, welcoming and inclusive environment. Provides the highest-quality service as a trusted, dedicated professional. Treats every patient/customer with confidentiality and compassion. Regularly listens to and learns from the voices of those s/he serves. Lead, guide and model Planned Parenthood's defined Experience Essentials.

2. Business Acumen

Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

3. Decision Quality

Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.

4. Managing Vision and Purpose

Communicates a compelling and inspired vision or sense of core purpose; talks beyond today; talks about possibilities; is optimistic; creates mileposts and symbols to rally support behind the vision; makes the vision sharable by everyone; can inspire and motivate entire units or organizations.

Builder and Connector

1. Managerial Courage

Doesn't hold back anything that needs to be said; provides current, direct, complete and "actionable" positive and corrective feedback to others; lets people know where they stand; faces up to people problems on any person or situation (not including direct reports) quickly and directly; is not afraid to take negative action when necessary.

2. Building Effective Departmental and Interdepartmental Teams

Blends people into teams when needed; creates strong morale and spirit in his/her team/ shares wins and successes; fosters open dialogue; lets people finish and be responsible for their work; defines success in terms of the whole team; creates a feeling of belonging in the team.

3. Cultural Competence

Respect for difference in all areas of the organization; understands concepts of institutional and cultural bias and proactively addresses them; continuous self-assessment regarding culture/diversity; careful attention to the dynamics of difference; continuous expansion of cultural knowledge and resources, and a variety of adaptations to belief systems, policies and practices. Supports equal and fair treatment and opportunity for all; reviews materials and programs with an eye towards effect on various cultures and differences.

4. Developing Direct Reports & Others

Provides challenging and stretching tasks and assignments; holds frequent development discussions; is aware of each person's goals; constructs compelling development plans and executes them; pushes people to accept developmental moves; will take on those who need help and further development; cooperates with the developmental system in the organization; is a people builder.

Seeker of Knowledge and Excellence

1. Managing and Measuring Department Work

Clearly assigns responsibility for tasks and decisions; sets clear objectives and measures; monitors process, and results; designs feedback loops into work.

2. Self-Development

Is personally committed to and actively works to continuously improve him/her; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weakness and limits.

3. Innovation Management

Is good at bringing the creative ideas of others to the market; has good judgment about which creative ideas and suggestions will work; has a sense about managing the creative process of others; can facilitate effective brainstorming; can project how potential ideas may play out in the marketplace.

Compensation

PPPSW is offering a highly competitive compensation package for this position with a comprehensive benefits package that includes medical, dental, vision, life, long-term disability, FSA, generous tax deferred retirement investment options and paid leave. Basic relocation expenses may be considered for the exceptional individual they are seeking.

Opportunity

This is a high-profile opportunity for an experienced development professional to make a major contribution to the growth and development of one of the largest Planned Parenthood Chapters in the U.S. The Director of Development – Riverside will be an integral part of an exceptional and dedicated team of professionals. S/he will have the personal satisfaction of contributing to an organization which has, for more than 50 years, served as one of the largest providers of high quality reproductive health care in San Diego and Riverside Counties, offering a full range of reproductive health care services to women, men, teens, and families.

Planned Parenthood is an Equal Opportunity/Affirmative Action Employer.

HOW TO APPLY

To apply, please send a résumé and cover letter to:

Joe McCormack, Managing Partner & Justin Warren, Principal

McCormack & Associates

1775 E. Palm Canyon Drive, Suite 110-202

Palm Springs, CA 92264

Phone 323.549.9200

Fax: 323.549.9222

Email: search@mccormackassociates.com

Online: www.mccormackassociates.com

All inquiries or referrals will be held in strict confidence.

Please note that your education, dates of employment, compensation and other information provided will be verified prior to employment.