About Us

The pretrial stage is a critical juncture in the larger criminal justice process; whether or not someone gets out of custody after arrest is a major determinant of the ultimate outcome of the case, as those who remain in jail are  more likely to face a conviction than those who are released. In addition, the presumption of innocence and constitutional protections against excessive bail are two of our most foundational legal principles. Despite these facts, and against the backdrop of mass incarceration nationwide, jail populations in San Francisco and across the country are disproportionately composed of pretrial individuals. 

We work to address this critical issue by providing alternatives to pretrial incarceration. By doing so, the San Francisco Pretrial Diversion Project does its part to prevent unjust harm and unnecessary incarceration while prioritizing public safety and court appearances rather than languishing in jail, arrested people can be released to our services to receive care, support, case management, and referrals to outside treatment providers. Our services are diverse and wide-ranging in recognition of the many needs that justice-involved people may have. Further, San Francisco has been the seat of new bail reform initiatives in California, which has afforded us the opportunity to continue to grow and build on our 50 years of experience overseeing pretrial services in the City and County.

Summary

The Administrative Coordinator  is a highly organized, proactive, and discreet professional who provides essential administrative and operational support across SF Pretrial’s executive team and Board of Directors. This role is the connective tissue of our executive office — managing priorities, coordinating communications, supporting board governance, and ensuring the smooth day-to-day operation of the organization.

This position reports to the HR Director and works closely with the CEO, Operations Manager, and the broader executive team in a fast-paced, mission-driven environment.

Essential Duties and Responsibilities

HR Director Support

•  Support onboarding and offboarding processes, including preparation of materials, scheduling,clearances  and logistics
•  Assist with coordination of recruitment logistics — posting of job announcements, scheduling interviews, tracking candidates, and communicating with applicants
• Maintain and organize confidential HR files, records, and databases in compliance with applicable laws and organizational policies
•   Assist in planning and coordinating staff events, trainings, and all-staff meetings
• Assist HR Director with tasks related to benefits administration

CEO Support — Board & Executive Administration

• Coordinate board meeting logistics, including scheduling, agenda preparation, materials compilation, and distribution to board members
•  Record and distribute board meeting minutes; maintain board governance files and documentation
• Provide administrative support for special projects and events 

Executive Team & Cross-Functional Support (20%)

• Provide administrative support for executive, leadership and all staff meetings, including agenda preparation, logistics, and note-taking
•  Coordinate internal communications and help facilitate information flow across departments
•  Handle special projects and other administrative duties as assigned by senior leadership

Client Support & Operations Manager Support

• Support IT and vendor communications and facilities-related logistics
• Support procurement processes, including obtaining quotes and processing purchase orders
• Provide backup support for Operations manager when they are out of the office

Perform other duties as assigned, developed, or directed.

Supervisory Responsibility

None.

Qualification Requirements

Vaccination Requirement: Based on recommendations from the CDC and other health agencies; and due to the work we do in the jails, SFPDP recommends that employees get vaccinated in order to prevent them contracting the virus. This is also recommended to prevent the spread of the virus to others in our workplace. Currently, SFPDP does not require employees to be vaccinated. Employees who have not been vaccinated are also recommended to wear a mask while in the workplace to prevent contracting/spreading the virus; however, this is not required. This policy may change based on recommendations from the CDC and other health agencies.

Education and/or Experience: 3–5 years of progressive administrative or executive assistant experience. Non-Profit experience preferred.

• Demonstrated ability to support multiple stakeholders simultaneously with professionalism and discretion
• Strong calendar management and organizational skills with exceptional attention to detail
• Experience supporting board governance functions, including meeting coordination and minutes
• Excellent written and verbal communication skills
•  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace
• Ability to handle sensitive and confidential information with the highest level of integrity
• Self-starter with strong follow-through and the ability to prioritize in a dynamic environment

Language Skills:  Read, write, and verbally communicate effectively and professionally with other employees, clients, and outside agencies. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.

Technical Skills:  Strong computer skills required. Proficient in Microsoft Office suite products and Google applications.

Reasoning Ability:  Ability to think independently, to exercise independent discretion, and to solve practical problems and deal with a variety of factual situations where no specific guidelines exist.  Ability to interpret a variety of instructions furnished in written, oral, report or schedule form and to exercise good judgment in applying that information. Ability to lead and collaborate with diverse stakeholders at all levels of the agency.

Other Skills & Abilities:  Able to work with little or no supervision under pressure. Excellent organizational skills and attention to detail. Ability to get along with and work cooperatively with others.

Background Checks and/or Licensing Requirements: Criminal Background check by the SF Sheriff’s Department. Reference checks.

Equipment/Machinery:  Operate equipment such as, but not limited to, personal computer, calculator, fax machine, copier, phone, security system, and door locks.  

Physical Demands 

• Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk.
• Occasional need to perform the following physical activities: bending/stooping/squatting, climbing stairs, pushing, pulling, twisting, lifting and reaching above shoulders. 
• Occasional need to perform standing and walking activities.
• Constant need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity.
• Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally. 
• Vision requirements: constant need to complete forms, read reports, view computer screen. Frequent need to see small detail. Frequent need to see things clearly beyond arm's reach.
• Hearing requirements: constant need to communicate over telephone and in person.

Work Environment

The noise level in the work environment is usually moderate.

Salary : $65,000 - $75,000