Office & Operations Associate

Urban Adamah | Berkeley, CA, United States

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Posted Date 11/14/2023

Description

Urban Adamah is an educational farm and community center in Berkeley, California that integrates the practices of Jewish tradition, mindfulness, sustainable agriculture, and social action to build loving, just, and sustainable communities. We provide training programs, educational workshops, and community celebrations for more than 10,000 visitors annually.

About The Role

As Urban Adamah’s Office & Operations Associate, you will play a critical role in our workplace and on our Operations team by managing our office spaces and supporting staff-wide events & celebrations, programmatic logistics, and donor relationships. You will have the opportunity to iterate on existing workplace practices and will play a key support role to the Senior Director of People & Operations.

The ideal candidate for this role will be passionate about helping others thrive, making our workplace a warm and welcoming space, and will be excited to develop their greater administrative and operational chops by supporting Urban Adamah’s organizational systems.

RESPONSIBILITIES

OFFICE MANAGEMENT

As the Office & Operations Associate, you will be responsible for maintaining and managing Urban Adamah’s office and workplace processes. This includes staffing Urban Adamah’s front desk, providing support for other team members, and leading the way in creating a welcoming, functional workplace.

Drive the culture of our office and serve as the in-person point of contact for all workplace needs and questions
Greet and welcome visitors
Respond to and direct general inquiries
Maintain organization and accessibility of Urban Adamah’s main office, barn office, and farm-campus work spaces
Manage and respond to office seating and ergonomic needs
Maintain and train staff on office safety information
Manage the organization-wide calendar
Create weekly organizational digest for staff on upcoming events, staff out-of-office dates, and important reminders
Maintain office supplies and equipment, including security system
Manage contracts and relationships with office vendors
Manage lost and found
Maintain accurate information in google business and on site signage
Manage incoming and outgoing mail, including for residents and fellows
Conduct regular website reviews and ensure staff listings are up to date
Manage value added products, such as farm salves and honey, sold by the organization in the office

WORKPLACE & CULTURE

As the Office & Operations Associate, you will be responsible for creating and maintaining supportive workplace practices that help keep Urban Adamah on the map as a great place to work.

Manage annual staff retreat logistics
Coordinate and iterate up Urban Adamah’s staff work anniversary, birthday, and departure recognition programs
Coordinate staff fun activities and gifts throughout the year
Plan and coordinate staff wide trainings and events
Support the implementation of staff wide initiatives such as annual Goal Setting and Performance Review processes, staff wide surveys, and strategic planning

PROGRAMMATIC & OPERATIONAL SUPPORT

In this role, you will be serving as a key support person for the functioning of Urban Adamah’s operations and programming.

Maintain organizational letterhead and document templates
Support the Finance Director in preparing for the annual audit
Manage thank you notes & holiday mailings for donors
Provide support for fundraising and donor appreciation events
Provide planning, preparation, and logistical support for board meetings and board related events
Support staff and leadership with administrative needs such as scheduling, printing, mailing, etc.
Support hiring processes for core, seasonal, and part-time support staff

About You

You are excited about influencing and shaping workplace culture, passionate about supporting a thriving non-profit’s staff in accomplishing their goals, and have the background and experience to support your team’s work with administrative excellence. You are able to see the big picture of how operational support responsibilities fit within the larger vision of an organization. You possess a love of getting down the details, creating new organizational systems, coming up with self-guided solutions to problems, and making both fellow staff members and farm visitors feel warm and welcome.

We are open to applicants with varying levels and types of experience, provided that the applicant displays the skills required to successfully execute the job described above. You might be a good fit if you possess/demonstrate the following:

COMPETENCIES AND STRENGTHS

Administrative & Organizational Excellence

Self-starter: You thrive in environments where you get to hold the operationalization of your assigned workload
Excellence in organization: You are highly organized, able to track and execute on multiple projects and tasks simultaneously, and are detail oriented
Prioritizing: You are comfortable maintaining multiple channels of communication (text, email, phone, Slack) and independently managing your workflow to keep projects on track
Tech-savvy: you are very comfortable with Google Suite, Microsoft Office Suite, Slack, and database systems like Salesforce (additional tech savvy is a bonus)
Problem solver: You enjoy problem solving, seeing it as an opportunity to connect with and support others and the organization

Self-Awareness & Partnership

Ownership: You take broad responsibility for your work and approach tasks and priorities with a critical mindset
Openness: You regularly seek, incorporate, and share new information and feedback
Balanced: You demonstrate a good balance of self-confidence and humility, able to name and make the most of your strengths, and open to feedback that will lead you to grow and develop as a professional
Commitment to diversity, equity, and inclusion: you value the diversity of insight, perspective, and experience brought by people from diverse backgrounds. You are committed to reflecting on and addressing inequities stemming from privilege and oppression in your community

Communication, Collaboration & Customer Service

Possess strong interpersonal skills: You communicate and collaborate well with a range of colleagues and other stakeholders
Collaborative: You enjoy learning from and with talented colleagues, and are excited to be part of the success of the whole organization
Customer service oriented: You appreciate the powerful impact of providing prompt responses to support inquiries, meeting people’s needs proactively, and treating staff and other community members with respect and care

EXPERIENCES THAT COULD LEAD TO YOUR SUCCESS

Relevant experience in either for or not-for-profit environments
Demonstrated ability to create and manage well-functioning organizational systems

PHYSICAL DEMANDS OF THE POSITION

The physical demands listed below are representative of those that must be met by an employee in this position. Some accommodations may be made to enable people with disabilities to succeed in the role:

Typing, writing, reading, hearing, and speaking
Standing and walking for several hours, as well as sitting, squatting, crawling, climbing, and lifting up to 40 lbs.

Additional Details

COMPENSATION & BENEFITS

This is a full-time, benefited, and exempt position that includes healthcare, holidays, and paid time off. The salary range for this position is $58,000 to $64,000 per year.

Comprehensive benefits include:

100% health care coverage for self and 50% coverage of dependents in a Silver Tier Kaiser plan or its equivalent in our carrier’s options
80% coverage of dental insurance for self
Paid vacation days beginning at 15 days; 20 days in second year; incremental increase to 25 days
5 paid sick days per year
Up to 20 paid holidays (a mix of both national and Jewish holidays)
Tax-free retirement account after 2 years
A pre-tax FSA for medical, dependent care, and transit
Paid and unpaid parental, medical, and bereavement leave (following 1 year of employment)
Paid Jury Duty leave
Unpaid time off

SCHEDULE
This is a full-time, 40 hour per week, on-site position. General hours of employment are 9:00 AM – 5:00 PM, Monday – Friday. The Office & Operations Associate may occasionally be asked to work on an evening or weekend, for which correlating time off will be given.

SUPERVISION
This position is supervised by the Senior Director of People & Operations.

Application

We deeply value the diversity of insight, perspective, and experience brought by people from diverse backgrounds. This includes Black, Indigenous, Latino, and Asian people, LGBTQ, and gender non-conforming people, and people with disabilities, Black Jews, Jews of Color, Sephardi and Mizrachi Jews. We also welcome applications from people of diverse religious, spiritual, and cultural backgrounds. You do not have to be Jewish to apply. We affirmatively seek to advance the principles of equal employment opportunity.

To apply, submit cover letter, resume, three professional references with how you know them here.

Applications will be reviewed on a rolling basis until Dec 3rd. After this time, we may continue to review applications, however, encourage candidates to apply before the deadline and/or as soon as possible. If you have any questions about the application or the position, please contact Kat Morgan at [email protected].

Salary58,000.00 - 64,000.00 Annual

Duration

Full Time