Job Description

Administrative Assistant

Job Announcement

Desired State Date: February 2025

Background

Greater Farallones Association (GFA) is seeking a part-time, entry-level Administrative Assistant to perform various operational duties for the organization, including in the areas of finance, HR, and development. Reporting to the Administrative Coordinator, this position is ideal for a highly organized and systems-oriented individual who is interested in learning about nonprofit administration and also in GFA’s exciting mission to ensure a resilient California coast and ocean. This position is based in San Francisco and located in the National Marine Sanctuary office in a beautiful historic building on Crissy Field in the Presidio. The role is remote-hybrid with 2 days a week on-site required. To begin, the role will likely work between 3-4 days in total (24-32 hours weekly).

Greater Farallones Association (GFA) is the primary nonprofit partner of the National Oceanic and Atmospheric Administration’s (NOAA) Greater Farallones and Cordell Bank National Marine Sanctuaries. GFA conducts joint research, conservation, and education to support healthy ecosystems in the Sanctuaries, which comprise one of the most diverse and bountiful marine environments in the world, an area of 4,581 square miles off the northern and central California coast. With approximately 30 staff members, GFA’s annual budget of around $4M is supported by a diverse mix of government grants, program service contracts, private philanthropy, and donated services.

GFA aims to foster inclusivity, justice, and equity within the workplace and in our collaborations with partners, and in the broader field of marine sciences and policy. All GFA staff members are expected to help identify and address justice, equity, and inclusion issues within the organization and in our relationships with those we serve.

Specific Duties

• Monitor the organization’s expenses, approval workflow, and financial coding process using the organization’s accounting software and AR & AP platforms
• Process online payments and ensure accurate donor and payment information in the organization’s CRM (Salesforce)
• Deposit checks and log payments in Salesforce
• Generate reports in Salesforce as needed
• Monitor and track various HR tasks, including timesheet submissions, annual HR trainings, employee paperwork, and PTO accrual
• Facilitate contract signing via DocuSign
• Reconcile revenue between the financial system and donor database
• Ensure organizational documents are organized on cloud-based file storage
• Support GFA fundraising and marketing efforts as requested and as needed
• Assist the Administrative Coordinator with logistical support for events, including board meetings and staff retreats
• Support the Operations Team with tasks as needed
• Participate in GFA’s Justice, Equity, Diversity, and Inclusion (JEDI) efforts

Required Qualifications

• At least 2 years of previous administration experience
• Highly organized, systems-oriented, and able to manage project deadlines
• Proficiency in financial record-keeping
• Proficiency using Google Workspace
• Ability to work both independently and as a team member
• Excellent written communication skills
• Ability to work at a computer for up to eight hours per day with breaks
• Commitment to GFA’s mission and to a just, inclusive, and equitable workplace
• Successful federal background check

Preferred Qualifications

• Several years of experience in nonprofit finance and/or administration
• Experience tracking program and grant expenses
• Knowledge of revenue classifications
• Baseline knowledge of and experience using Salesforce
• Baseline knowledge of and experience using QuickBooks

Employee Status and Benefits

This is a non-exempt staff position with Greater Farallones Association. This position is part-time (24 hours/week or 60% time) to begin, but can be scaled up to full-time (40 hours/week), depending on the final candidate’s preference and qualifications. The starting hourly wage for this position is between $27-$30 per hour. The Greater Farallones Association offers excellent benefits to those working at least 30 hours weekly, including fully paid Health Insurance, Dental, Vision, Group Term Life Insurance, and the option to participate in a 403(b) retirement plan.

Application Instructions

To apply, please send your resume, cover letter, and three references—all in a single PDF—to [email protected]. Your cover letter should address your experience in finance, HR, and administration and your commitment to justice, equity, diversity, and inclusivity. Professional references should include immediate supervisors familiar with your work performance and capacity to succeed. Applications are due January 6th.

Greater Farallones Association is an equal opportunity employer and does not discriminate on the basis of race; color; national origin; ancestry; religion; sex; sexual orientation; gender identity or expression; marital status; pregnancy, childbirth, lactation, or related medical conditions; reproductive decision making; status as a victim of domestic violence, assault, or stalking; genetic information; medical condition; disability, physical or mental; age (for persons over 40); or military or veteran status.

Job Type: Part-time

Pay: $27.00 - $30.00 per hour

Expected hours: 24 – 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Experience:

• Administration: 2 years (Required)

Ability to Commute:

• San Francisco, CA 94129 (Required)

Work Location: Hybrid remote in San Francisco, CA 94129

Job Tags

Hourly pay, Weekly pay, Full time, Contract work, Part time, Immediate start, Remote job, Flexible hours, Shift work, 2 days per week,

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