Remote Office Admin
Job Type: Full-time
Children and Screens: is a leading interdisciplinary research and education nonprofit in the field of digital media and child development. The Institute advances and supports interdisciplinary research, informs and educates the public, nurtures human capital in the field, and advocates for sound public policy for children and teens growing up in the digital age.
Children and Screens seeks an Office Administrator to support the Administrative team and work in close collaboration with a small group of key staff members, consultants, and external stakeholders, maintaining the integrity of our administrative systems during a critical time of innovation and expansion. This person will be a critical piece of the day-to-day operations of the Institute and will have a wide variety of responsibilities ranging from scheduling, maintaining records, and improving workflows, to supporting financial and fundraising efforts. Adaptability and communication are essential to this role.
Responsibilities
Administration
Assist with document preparation including agendas, board materials, and itineraries
Contribute to scheduling, travel plans, and appointments for the Executive Director and other staff, as needed
Create and organize s, letters, packages, phone calls, and other forms of correspondence as needed
Support Executive Director with daily tasks, such as inbox management and meeting preparation, as needed
Monitor the Business Phone and general correspondence for the organization
Track and maintain office subscriptions, logins, and tools
Provide support to staff related to subscriptions and minor IT issues
Create and update records for personnel, Institute contacts, and other internal organizational data such as policies, handbooks, and protocols
Coordinate with legal, finance, IT, and other consultants as needed
Support the execution of contracts
Contribute to the execution and reporting of administrative action items in the Institute’s Strategic Plan
Maintain project trackers as needed
Assist with payroll completion and leave requests
Support in organizing staff retreats and other occasional in-person events
Assist key staff with administrative tasks as needed
Recruitment and Human Resources
Spearhead recruitment efforts by drafting job descriptions, managing virtual advertisements, and interviewing candidates with staff support
Work with staff to recruit a diverse team of fellows annually
Manage the onboarding and offboarding for personnel, including updating internal handbooks and reference materials, overseeing paperwork filing, etc.
Support organizational compliance with Institute handbooks, manuals, and the law as needed, and periodically review Institute policies and records
Finances and Fundraising
Track spending and manage financial records related to receipts, contracts, and subscriptions
Report any financial observations or issues to direct supervisor
Serve as the purchasing agent for Institute-related expenses, such as travel expenses, additional subscriptions, materials for events, external conference registrations, etc.
Support the development team in tracking donations, coordinating donation follow-up, and maintaining an up-to-date internal donor database
Skills and Qualifications
Success in this role requires a commitment to helping children lead healthy lives in a digital world. The ideal candidate will also possess the following skills:
Excellent leadership, time management, and organizational skills
Outstanding abilities to communicate in writing, on video calls, and over the phone
Strategic and results-oriented with the ability to shift priorities as needed
Ability to effectively manage multiple projects and deadlines at once
High level of proficiency to capture, analyze, and report on departmental activity
Proven excellence as an office assistant, office administrator, or in another relevant position
Familiarity with standard procedures and basic account principles used in non profit offices
Knowledge of Google Suite (including G-mail, drive, docs, sheets, and calendar)
Applicants located in Pacific Time Zone will be given preference
Compensation
Children and Screens: values equity, transparency, and clarity in pay. The annual salary for this position starts at $50,000.
Application Procedure
To apply, please the following materials to us with the subject line “Remote Office Administrator Application:”
A cover letter highlighting your experience and skills, along with an explanation of how this position will contribute to your professional goals; and
A resume/CV.
Note: Transcripts and/or letters of recommendation are welcome but not required. If selected for further consideration, references will be contacted.