ADMINISTRATIVE SUPPORT – PART TIME/TEMPORARY

June to October, 2011

East Bay Housing Organizations (EBHO) is the leading affordable housing advocacy coalition serving Alameda and Contra Costa Counties through its mission to preserve, protect and expand affordable housing opportunities through education, advocacy and coalition building. This dynamic non-profit membership organization includes more than 300 organizations and community leaders advocating for affordable housing development and favorable housing policies at the local and regional level. EBHO’s broad-based membership includes non-profit affordable housing developers, architects, planners, contractors, homeless and housing advocates, service providers, fair housing agencies, tenant advocates, community and interfaith organizations and activists, clergy and congregations, labor unions, environmental organizations, lending institutions, intermediaries and policy organizations, and city and county agencies and staff.

Job Summary: EBHO is seeking a part-time Administrative Support Professional for a duration of four months, beginning in June, 2011 and ending in October, 2011. The candidate will work between 16 to 20 hours per week, depending on office needs. The position will be filled by a skilled professional who will be responsible for providing support in managing a small fast-paced office and assisting staff and board in a friendly work environment. Day-to-day duties include: updating and maintaining EBHO’s supporter database; conducting mailings and email announcements; processing checks and making bank deposits; creating calendars of upcoming program activities; coordinating event and meeting logistics; trouble-shooting office equipment needs; and responding to inquiries from member organizations and the public. In addition, the professional will assist in the development of outreach materials (flyers, invitations, brochures, email blasts, etc.) and support program work as needed. The ideal candidate for this position is a person with excellent written and oral communication skills, who is detail oriented, committed to service and quality work, and who has a proactive and collaborative approach to working with their colleagues and the community. EBHO provides an exciting opportunity for a self-motivated and creative individual committed to the non-profit sector, affordable housing, and/or community organizing. The Administrative Support Professional is a part-time employee supervised by the Administrative & Membership Coordinator and Deputy Director.

Duties and Responsibilities:
•General Administration: Administer employee health benefits; process employee payroll; coordinate and schedule meetings and events; provide administrative support to staff and board including copying, faxes, email notices, mailings, and drafting correspondence; and greeting visitors and answering calls.
•Finances and Record Keeping: Receive, process, and deposit checks/payments; process bills; prepare and track invoices; and provide monthly information to bookkeeper. Maintain paper and electronic record-keeping systems including financial records, membership records, payroll, tax returns, insurance policies, contracts, and multiple program files.
•Database and Communications: Maintain and update database records, including data entry, recording membership payments and other contributions, creating contact lists and generating various reports as needed. Coordinate mailings and email and website communications; respond to inquiries from members and general public; draft general correspondence; create contact lists for program activities; and update website as needed.
•Office Equipment and Supplies: Maintain and oversee telephone, voicemail, email, computers, printers, fax machines and other IT systems. Maintain adequate office supplies and postage, and organize and maintain storage areas.
•Program and Staff Support: Assist program staff with planning and coordinating meetings and events including EBHO’s Annual Interfaith Breakfast taking place this fall, and supporting other program activities. Draft general correspondence; assist in the development of outreach materials (flyers, web site, email blasts), prepare reports; research options for procurement of equipment and services; and complete special projects as assigned.
•Development/Fundraising Support: Assist in follow-up to EBHO’s Annual Affordable Housing Week Campaign taking place in May by generating acknowledgment letters to donors, members and attendees; prepare invoices for advertisement sales in our annual publication released during Affordable Housing Week; and assist with other projects as assigned.
•Support Membership Coordination: Assist in planning logistics for EBHO’s Annual Membership Drive occurring in the fall to encourage renewal of existing members and encourage the growth of EBHO’s membership base; assist in planning EBHO’s fall Annual Membership Meeting including event and meeting logistics; and assist in coordinating membership engagement and outreach activities.

Necessary Skills and Qualifications:
•Two to four years (one year with college degree) prior experience working in an office setting, program assistant or similar administrative position.
•Strong verbal and written skills to communicate effectively with a wide range of people.
•Prior experience in handling finances; organizing and structuring office systems, files and procedures; and composing correspondence.
•Excellent PC computer and internet skills, including word processing, spreadsheets, on-line research.
•Demonstrated leadership skills and ability to work independently as well as collaboratively, and to multi-task on numerous projects. Prior experience supporting and coordinating with other staff.
•Well-organized, detail-oriented, flexible, patient, a quick learner and ability to multi-task in a fast-paced and professional team environment.
• Commitment to racial and economic diversity, social justice, affordable housing advocacy and community organizing.

Preference to Candidates with:
•Knowledge of database management.
•Website, social media, and online communications experience.
•Prior experience with community relations and outreach.
• Experience in a non-profit organization preferred.

Compensation & Benefits: Part-time position (16 to 20 hours per week) with a salary range of $16 to $20 per hour from June to October, 2011. Health insurance and benefits are not offered with this position.

Application Process: Submit cover letter and résumé via email to Staff@EBHO.org or send to
East Bay Housing Organizations
Attention: Hiring Committee
538 – 9th Street, Suite 200
Oakland, CA 94607
Deadline: April 29, 2011EBHO is an equal opportunity employer