ABOUT THE ORGANIZATION

The Birmingham Promise is currently seeking a Student Outreach Coordinator to drive student engagement with the organization’s work-based learning and postsecondary support portfolios. The Birmingham Promise is a new economic mobility organization focused on connecting the next generation of talent to opportunity. We do this through youth internships and apprenticeships at the high school level and financial and student supports at the postsecondary level. We are a dynamic, diverse, fast-paced and fast-growing civic sector organization on the cutting edge of place-based economic mobility efforts. You will be joining one of the most prominent social sector organizations in the area and playing a critical role in moving our organization’s work forward.

ABOUT THE ROLE

The Operations Administrative Assistant will work closely with Executive Director and the Chief Operating Officer to ensure that all operations, office support and administrative responsibilities are addressed through daily activities. To execute on the objectives and responsibilities of this role, the Operations Administrative Assistant must possess excellent interpersonal and communication skills, have an exceptional attention to detail, and a demonstrated capacity to manage multiple priorities simultaneously. We are looking for an individual with a commitment to ensuring that the young talent that exists in Birmingham is connected to opportunity and the will to remove all the barriers preventing that connection. Please see below for the responsibilities of this position.
Responsibilities

Office Operations

● Oversee general office operations

● Purchase office supplies and equipment and maintain proper stock levels

● Maintain all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested

● Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records

● Coordinate internal and external resources, and cultivate relationships with vendors

● Maintain the appearance of common areas

● Mastermind group travel plans and coordinate with local vendors such as venues, hotels, transportation, and meals.

Administration

● Provide direct administrative support as needed, including: Coordinating appointments, meetings, and managing staff calendars and schedules; Coordinating work-related travel for the team; Mailing and shipping packages; Updating contact database and employee list; Coordinating food deliveries

● Support the development of documents, including: slide presentations, spreadsheets, memos, other correspondence

● Manage operational systems, keeping track of all logins, codes, important phone numbers, contacts lists/rolodex, etc. and create a dedicated space for this information to facilitate ease of future and current staff access

● Manage team vacation and time off requests and tracking

Programmatic Support and Special projects

● Own project management for the operations team, including managing tasks in ClickUp, preparing operations meeting agendas and stepbacks, and helping the Ops Director manage organizational dashboards and workflows

● Support board engagement, funder engagement, and stakeholder engagement as needed, including Developing correspondence, Taking and appropriately storing notes, Coordinating meeting room reservation and other logistical details

● Assist HR consultants with developing resources, processes, forms, and evaluations

● Serve as project manager for events and special projects – creating and managing timelines and coordinating project plans across a portfolio.

● Lead and manage operations and logistics for various workshops and events and learning experiences, both virtually through zoom and in-person.

● Spearhead smooth internal operations such as scheduling, preparing agendas, taking notes, and capturing (and managing follow-through on) next steps.

● Support team special projects like planning team step-backs, designing application processes, webpage development, and creating and updating cohort websites through a website builder platform.

● Produce workflow processes and organizational systems to improve productivity team-wide.

● Working with the Chief Operating Officer, implement, update and monitor annual objectives and key results (OKRs) for the Executive Office to ensure effective delivery.

Financial Administration

● Perform basic bookkeeping; manage QuickBooks and financial reconciliation

● Ensure the timely payment of invoices and other bills

● Support the development of an annual budget

● Manage office budget

● Verify and approve vendor invoices

● Contact all existing vendors for deliverables and/or service issues

● Support COO in monitoring financial data and providing feedback to Promise leadership

● Track organizational spending against the budget and actuals

Key characteristics

● Ability to work with minimal supervision.

● Superb at taking initiative to provide anticipatory support to senior leaders to ensure that they are organized and prepared to have maximum impact

● Proven ability to meet deadlines and effectively manage multiple tasks while utilizing superior organization skills with high attention to detail.

● Excellent written and verbal communications skills.

● Proficient in Microsoft Office suite and Google Apps.

● Strong commitment to professional development and continued learning.

● Ability to work independently and in collaboration with colleagues at all levels across departments and external stakeholders

EEO Statement

Birmingham Promise provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Birmingham Promise complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Birmingham Promise expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.