Office Manager & Program Coordinator, San Francisco Bay Area Office

Position: San Francisco Bay Area Office Manager & Program Coordinator
Reports to: Executive Director, San Francisco Bay Area Office
Status: Full-time; Exempt
Location: Oakland, CA
Start date: Immediate

The San Francisco Bay Area Office Manager & Program Coordinator supports the organization-wide program efforts with a specific focus on the San Francisco Bay Area.
Goals include: developing, implementing, and maintaining systems; communication with other departments, offices, and the organization as a whole; contributing to strong and effective teamwork; and demonstrating leadership in the area of the application of technology to work flow.

The successful candidate will manage the daily activities of the office and provide support and coordination to the San Francisco Bay Area team in every way to contribute towards a smoothly functioning office. This position reports to the San Francisco Bay Area Executive Director Specific Responsibilities include:


Provide administrative and logistical support to Program Staff for teacher seminars, workshops, presentations, student events, and classroom speakers, including timelines and budgets. To include:

Manage seminar and workshop processes including outreach, setting up mass emails, follow up;
Manage application process. including corresponding with applicants regarding status, final details of events and payments;
Organize food for events, includingordering, set up, clean up
Manage Letters of Agreement, permission forms, and check requests for speakers;
Prepare and manage distribution of seminar and workshop materials and packets;
Follow up after seminars or workshops with data entry, educator requests, and evaluations;
Processing scholarship applications for seminars; and coordinating process of graduate credits from selected seminar participants;
Troubleshoot administrative issues that may arise during the seminar;
Manage and update Program database (Salesforce) for tracking of schools and teachers, including: entering and processing all new contacts, updating records, entering notes and activities, running reports from database, and keeping database up to date;
Participate in Program team meetings; including ongoing recruitment for future seminars, workshops and other online offerings.
Assist with logistics of follow-up workshops and general program events as needed;
Program support at development events, including Annual Benefit Dinner and Community Conversations

Office Management & Administration

Provide administrative support for general office activities in the Bay Area office. This includes developing and maintaining office systems, ordering supplies, and maintaining, and trouble shooting of office equipment;
General office maintenance and organization, such as mail, UPS, general maintenance of office, first point person with on-site visitors.
Liaison to building management, including repairs, custodial services, etc.
Manage staff meeting agendas, set up calendar invites and take meeting notes
Provide administrative and technical support for colleagues;
Assist in managing interns and volunteers;
Attend Program Administrative meetings and report information back to office staff and attend possible future yearly retreats in Boston.


Assist with preparation and dissemination of Weekly Updates
Field fulfillment requests from the website for teachers, creating and using templates for responses
Oversee program event entries for the Events database (Red Hen). Manage regional calendar, gather information and format calendar-contact for Boston.

Project Management:

Work with office Program staff and Finance Department regarding budgets, which will include: tracking expenses and commitments related to projects, running project reports, and assisting in creating future project budgets for San Francisco Bay Area office.
Manage Fee for Service contracts, work closely with Program staff to create and maintain contracts and follow up for payments;
Manage check requests for staff, teachers and speakers as well as Amex bills for Program and other staff as needed, extensive knowledge of billing codes for projects and time sheets.

Required Skills:

  • BA/BS or equivalent work experience
  • Minimum of 3 years experience managing a busy office; experience in a non-profit setting preferred
  • Superior computer skills, including experience with MS Office suite, email and calendaring programs, and database management; knowledge of Google apps and Salesforce a plus
  • Excellent written and oral communication skills
  • Creative energy, self-starting, ability to handle multiple projects, organized
  • Ability to work individually and as a member of a team;
  • Interest in and ability to articulate the mission of Facing History and Ourselves
Compensation and Benefits:
In addition to meaningful and rewarding work, Facing History provides an excellent compensation and benefits package including medical, dental, life short-term & long-term disability insurance, a 403(b) program with a discretionary organizational contribution, generous paid time off, an employee assistance plan & a travel assistance plan, flexible spending health care and dependent care accounts, 4 voluntary Aflac plans, and a friendly work environment.

Facing History proudly values diversity. For our full statement on diversity, please click on the link on our careers page. We are an Equal Employment Opportunity Employer.

Applications ONLY accepted online at Job posted until filled.

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