Resilient Strategies LLC
 

Partnerships & Office Coordinator

Based in Oakland, CA
(hybrid)

 

About Resilient Strategies LLC (RS)
Resilient Strategies is an organization that provides a robust and values-aligned infrastructure that is nimble, agile, and responsive to program, political, and campaign demands while maintaining compliance and efficiency for its partner organizations working for social justice. Within the Resilient Strategies Network, partner organizations can tap into the benefits of easily sharing staff and resources across multiple political projects with a consolidated back office to handle financial and legal services, cost allocation, human resources and payroll/benefits management, grants and contract management, technology infrastructure and support, and other core services.

As a movement operations organization, we believe in building thoughtful systems that support a people-powered movement. We are providing back office support to our partner organizations, increasing their ability to build power and fight for justice in working-class communities of color.

Resilient Strategies partners with key grassroots organizations led by working class people of color. Current RS Network Partner Organizations include: Seed the Vote, San Francisco Rising, the Chinese Progressive Association, Trabajadores Unidos - Workers United, Black Futures Lab, Seeding Change, Bay Resistance, AAPIs for Civic Empowerment, and Black to the Future.

Position Overview:
The Partnerships & Office Coordinator is the first point of contact and the primary representative of Resilient Strategies to our partner organizations, and the backbone of an intuitive, welcoming, and accessible office space. The Coordinator develops and maintains strong, trusting relationships with partners, and is responsible for managing communication, requests, projects and workflows between partners and RS departments including HR, Administration, Finance, Compliance, Technology, and the Resilient Strategies Network Office. The ideal Coordinator is confident in communicating complex information, organized in tracking information and following systems, and enjoys helping others to solve problems. This is a great role for someone who enjoys work that changes daily and that involves interaction with multiple stakeholders, and is seeking a balance of tactile on-site work with digital systems.

Roles and Responsibilities:
The following responsibilities are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this manner. Duties, responsibilities, and activities may change at any time with or without notice.

Coordination of Requests, Workflows, and Relationship with RS Network Partner Organizations (50%)

• Build strong relationships and trust with assigned partners through consistent, supportive communication and management of their requests, as well as building an understanding of their organizational priorities and programs and attending partner organization events.
• Manage your assigned partners’ requests to varied RS departments through email, chat, and our ticket management system. This includes:
  • Receiving and directing requests to the appropriate RS departments, providing frequent status updates to partners, and developing an understanding of RS processes to be able to respond to basic questions and provide troubleshooting support to partners.
  • Coordinating with RS staff to ensure partners’ requests are met on time. Requests cover a wide range of areas including: payroll, hiring and terminations, employee benefits, financial reporting, reimbursements and credit card management, and contract invoicing, among others.
  • Developing a basic understanding of RS policies, including policies that differ among organizations, and communicating information from these policies to partners accurately.
• Post, monitor, and remove job postings for your assigned partners in multiple portals
• Coordinate canvass programs for multiple organizations, including your assigned partners. This includes:
  • Coordination of meetings with partner staff, RS staff, and canvass employees, processing forms, hosting hiring events, and managing paychecks and stipends for canvass employees.
  • Developing an understanding of the basics of campaign finance and compliance for 501c3, 501c4, and PACs.
• Coordinate Assigned Partners’ Grants and Contracts
  • Track and share templates and commonly used documents
  • Understand and support partners’ use of our income tracker
  • Collect grant agreements for signature
  • Maintain a database of information on grants made by your assigned partners
  • Complete cursory review and coordinate approval and signatures for consultant and vendor contracts
• Partnerships Department Team Development and Engagement
  • Participate in team meetings and support facilitation
  • Engage in team culture building activities and team retreats
  • Champion new processes and tools used at RS, especially those that we require partner organizations to use

Office Management (40%)

• System Maintenance and Development
  • Act as liaison between tenants and building management
  • Serve as contact for the office, sending out announcements to office users including distributing informational messages from building management to staff and subtenants
  • Maintain and update office-related documentation including policies and procedures, rental information, and webpage for staff and subtenants
  • Conduct space orientations for new staff
  • Create and manage schedules for shared maintenance of common spaces (ex: kitchen, lounge)
  • Plan and facilitate quarterly meetings for office point people
  • Create and maintain wellness spaces that offer comfort and ergonomic health
  • Assess workspace needs / individual needs (nursing room, ADA accessible spaces etc.)
  • Set up rooms for meetings
• Facilities and Operations
  • Manage security and access to the 7th floor, including keeping an inventory of keys for staff and subtenants
  • Implement Emergency Preparedness plan for 1212 Broadway including scheduling trainings, and recommending upgrades and security enhancements
  • Process and distribute mail weekly
  • Maintain overall structural maintenance and submit support requests when needed (ex: issues with water, heating, or electrical systems)
  • Work in partnership with the tech team to ensure our technology is efficient and secure
  • Submit bills to Finance Department
  • Coordinate invoicing of subtenants
  • Maintain office lease and sublease agreements
• Event Coordination Logistics and Support
  • Support with office-based events including staff appreciation parties, Network gatherings, whole-floor gatherings and potlucks, retreats, external trainings, and more. These logistics could include transportation arrangements, ordering food, purchasing and gathering materials, and more.
  • Communicate with staff about upcoming events

Other Duties / Shared Staff Responsibilities (10%)

• Support and participate in other RS and Network Partner campaigns, programs and organization-wide activities as needed.

Essential Qualifications
As a prerequisite, the successful candidate must believe in the core values of Resilient Strategies and be driven by the mission. The candidate should demonstrate a passion for breaking new ground to lead social change.

Additionally, we are looking for someone who is:

• Organized and detail-oriented: Has strong project management skills; takes initiative and pays attention to detail; builds and maintains systems that help them and others stay organized; understands the need for and is meticulous about documentation
  • Demonstrated experience in: managing projects that include multiple stakeholders, coordinating meetings or events, managing varied tasks on different projects simultaneously
  • Comfortable managing varied work that changes day to day, excited to work on projects that change
• Relationship-oriented: Establishes and maintains effective working relationships with all stakeholders in the course of the work; effective, thoughtful and compassionate written and verbal communication skills; with demonstrated ability to build trust and positive working relationships
  • Demonstrated experience communicating verbally and by email: can communicate complex information in a way that many people can understand
  • Strong track record of responsiveness by email and ability to track and follow up on small and large tasks across multiple projects
  • Confidence to plan and lead group meetings
• Problem-solver: Able to act and react as necessary in a dynamic and changing environment, even if limited information is available; courageously takes charge and leadership in challenging and difficult situations; adapts to changing conditions and needs; uses initiative and sound independent judgment; knows when to ask for help and offers creative solutions

Preferred

• Experience working in an administrative role in a nonprofit organization, especially in one of these areas: finance, human resources, business functions, information systems, marketing, executive assistance
• Experience with movement organizations or organizing groups, knowledge of the functions of organizing and campaigning
• Some experience in office management or administrative support capacities
• Valid driver’s license, good driving record, and a reliable vehicle

Physical Demands

• Able to work on a computer, including sitting at a desk, for extended periods of time with or without reasonable accommodation.
• Manual dexterity to operate a keyboard and other equipment
• Able to see or read a computer screen and printed material with or without vision aids.
• Able to speak clearly and in audible tones on the phone and in person and be understood by others.
• Able to hear and understand speech at normal levels and on the telephone.
• Able to understand and follow oral and written instructions.
• Able to occasionally lift objects weighing up to 25 pounds.
• Ability to reach, stoop, and kneel to operate equipment or arrange supplies

Work Environment
This is an in-person role that will require the employee to be at the downtown Oakland office at least 3 days per week. Offices are shared among employees.

Compensation
This position is a full time position with estimated annual wages between $52,500 – $63,000. We offer a competitive health benefits package that includes: medical, dental, vision, and a generous paid time off schedule.

If the candidate is the right fit, this position can also be part-time with fewer responsibilities. Please indicate whether you are looking for a full-time or part-time position in your cover letter.

Employment Terms: This position is being offered as a full-time position. Must be local to the San Francisco Bay Area. Nights and weekends are expected on occasion.

How to Apply
Upload your cover letter and résumé through this job posting:
https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=c858a322-00a0-4526-9713-59699ec1e4bf&ccId=9200104412406_2&jobId=490914&source=CC2&lang=en_US
Applications outside of this portal will not be accepted.

Resilient Strategies is an equal opportunity, affirmative action employer. Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, are/have been system-impacted, are immigrants, and anyone who has experienced systemic oppression and/or gender-based violence are encouraged to apply. Pursuant of the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records for employment.