Office Associate chez KIPP Public Schools Northern California
KIPP Public Schools Northern California · Oakland, États-Unis d'Amérique · Hybrid
- Professional
- Bureau à Oakland
The Regional Support Office (RSO) Office Associate oversees the business and support functions necessary to run an efficient and thriving office, is a multi-talented leader who maintains and optimizes systems, owns and is accountable for key processes like budget management, administrative duties, and event management. This person will lead the implementation and maintenance of clear administrative and operational systems that allow our Regional Support Office teams to focus on supporting joyful, academically excellent schools. This individual will also serve as a key liaison to Regional Support Office teams to promote a strong organizational culture and foster a supportive, inclusive, and joyful work environment. The Office Associate must be an individual who embraces innovation and continuous improvement, and relishes the challenge of finding ways to work efficiently. This role directly reports to the Associate Director of Executive Affairs.
The ideal candidate for this position is someone who demonstrates that they are a great relationship builder; someone who has strong systems for managing work, effective prioritization; an expert at ‘seeing around corners,’ anticipating upcoming needs and proactively meeting them and is passionate about KIPP Public Schools Northern California’s mission as well as supporting the central office with ensuring high quality service and support to schools.
This position is a hybrid role, and based out of our Regional Office in downtown Oakland (BART accessible). The expectation is that 4 days a week are spent onsite at our Regional Support Office in Oakland. There will be occasional travel to our satellite offices in San Jose, East Palo Alto and Stockton. The position is available immediately.
Qualifications
Experience:
- 2+ years of office management, operations, or accounting, including working knowledge of general office business systems and practices required.
- 4+ years work experience required.
Education:
- Bachelor’s degree or higher
Knowledge/skills required:
- Knowledge of and skills working with the Google suite of applications.
- Project planning and progress monitoring of simultaneous large projects.
- Demonstrated success with budgeting, procurement, and invoice management.
- Adept at Excel.
- Excellent communication skills (verbal and written).
- Ability to learn and utilize technology necessary to operate in a virtual office environment (i.e. Zoom).
- An eagerness to receive and implement feedback.
- A commitment to diversity, equity, and inclusion and the ability to partner across lines of difference.
- A deep passion for social justice and equity for all children; a strong belief that all students can achieve at the highest levels regardless of demography.
Essential Functions and Responsibilities
Manage Day-to-Day Regional Support Office Operations
All Offices
- Maintain Regional Support Office infrastructure and ensure smooth day-to-day operations for a 200+ person hybrid team across the Regional Support Office and our satellite offices in San Jose, Stockton, and the Peninsula.
- Purchase and proactively manage inventory of office supplies and furniture.
- Manage meeting room scheduling; proactively communicate reservation conflicts and provide resolution
- Provide technical support for office copier/ printer, fax machine and other general office equipment.
Satellite Offices
- Travel to our satellite offices to ensure they are stocked and successfully operational.
- Create, facilitate and respond to feedback loops regarding satellite office management to support a productive work environment for RSO staff.
Oakland RSO
- Create and execute clear procedures and processes for office operations for both the main Oakland office and satellite offices. This includes, but is not limited to
- Conference room booking process management
- Ensuring that rooms are being used with fidelity by teammates indicated on the reservation
- Conference room preparedness
- Ensuring that conference rooms are stocked with materials needed (i.e. working pens, air purifiers, markers)
- Coordinating with tech to ensure that all technology is functioning
- Common space organization and cleanliness
- Office Supply Requests (special requests from individuals or teams)
- Office Supply Replenishment
- Package / Delivery maintenance
- Liaison with vendors for office supplies, furniture, and various office services (Staples, Amazon, etc).
- Manage mail and office equipment contracts and services; research cost-effective means when replacing necessary business equipment or services.
- Serve as one of the primary liaisons between the office and building management and provide communication to regional staff regarding important building updates.
- Field general questions from vendors, community members, and other stakeholders via phone and email.
Administrative Duties
- Manage purchasing process by establishing clear systems for teams to request items, place orders with vendors, and track delivery.
- Code and submit purchase orders, invoices, and reimbursement requests; approve purchases under a specific financial threshold.
- Perform other related duties and special projects as required or assigned.
Coordination and Communication
- Author key Regional Support Office communications and informational documents, staff directory, department guide, and organizational charts; create new resources as needed.
- Review and update, on at least on a weekly basis, Launchpad (intranet) to ensure that it has accurate and relevant information and is formatted in a way that is cohesive and user friendly
Facilitate a Strong Organizational Culture & Best-in-Class Regional Operations
RSO Onboarding
- Partner with Human Resources to refine and execute the RSO onboarding process.
- Support the onboarding experience for new staff by ensuring that, on their first day of work, they have all needed materials, including technology, key card access, etc.
Event Management
- Support logistics and facilitation of the monthly in-person all-hands team meetings.
- Support the logistics and programming for Employee Resource Groups
- Support the logistics for quarterly Board Meetings
- Manage the monthly planning and logistics of Regional Support Office holiday celebrations, staff anniversary celebrations, and other special events to boost employee well-being and joy.
- Gather feedback and input from staff to help shape RSO culture; be able to have the self initiative to propose, plan and execute on staff recommendations
Board Engagement and Support
- Support logistics and set up quarterly board meetings.
- Support Associate Director of Executive Affairs with the compilation and creation of Board packet materials and communication with key stakeholders
On Site Work Days
This is a hybrid role with the expectation that 4 days a week are spent onsite at our Regional Support Office in Oakland
- Monday through Thursday (@Oakland RSO unless otherwise noted)
Physical, Mental and Environmental Demands
Physical: Ability to navigate office and school campuses, and hold meetings in different spaces. Traditionally, much of the day involves sitting. Ability to access and utilize technology. Occasional lifting/carrying of equipment 30 lbs. Physical agility to move self in various positions in order to execute duties effectively, which may include kneeling, walking, pushing/pulling, squatting, twisting, turning, bending, stooping and reaching overhead.
Mental: Stress of deadlines and normal work standards, ability to analyze problems and generate alternatives, work with interruptions, concentrate for long periods of time, read, calculate, perform routine math problems, memorize and recall objects and people.
Environmental: Office environment subject to constant interruptions and distractions. KIPP adheres to health and safety guidelines as outlined by the CDC, CDE, and public health agencies’ recommendations.
Classification
This is a full-time, non-exempt position based on a full year calendar cycle, based out of our Regional Support Office with frequent travel to schools and districts.
Must possess a valid California driver’s license and have access to a reliable vehicle for work-related travel.
About KIPP Public Schools Northern California
We are a thriving nonprofit network of 23 free, public charter schools open to all students. At KIPP, we believe all children should grow up free to create the future they want for themselves and that schools can and should be a critical factor in making that vision a reality. Together with families and communities, we create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose—college, career, and beyond—so they can lead fulfilling lives and build a more just world.
Our student community consists of nearly 7,000 elementary, middle, and high school students in East Palo Alto, Oakland, San Francisco, San Lorenzo, San José, Redwood City, and Stockton. 81% qualify for free or reduced price lunch, 34% are multilingual learners, and 12% have special needs. We strive to cultivate a representative team of teachers and leaders that reflect our students’ diversity.
Compensation
KIPP Northern California is dedicated to you and your family's well-being! We offer a competitive salary as well as a comprehensive benefits package including medical, dental, vision, and transportation benefits.
We benchmark annually against comparably-sized non-profit organizations in the regions where we operate, to offer competitive salaries. The salary range for this position is between $30.77 and $35.34. Most candidates would start at $32.69 per hour.
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