Remote Office Admin

Remote Office Admin

Job Type: Full-time

Children and Screens: is a leading interdisciplinary research and education nonprofit in the field of digital media and child development. The Institute advances and supports interdisciplinary research, informs and educates the public, nurtures human capital in the field, and advocates for sound public policy for children and teens growing up in the digital age.

Children and Screens seeks an Office Administrator to support the Administrative team and work in close collaboration with a small group of key staff members, consultants, and external stakeholders, maintaining the integrity of our administrative systems during a critical time of innovation and expansion. This person will be a critical piece of the day-to-day operations of the Institute and will have a wide variety of responsibilities ranging from scheduling, maintaining records, and improving workflows, to supporting financial and fundraising efforts. Adaptability and communication are essential to this role.

Responsibilities

Administration

Assist with document preparation including agendas, board materials, and itineraries

Contribute to scheduling, travel plans, and appointments for the Executive Director and other staff, as needed

Create and organize s, letters, packages, phone calls, and other forms of correspondence as needed

Support Executive Director with daily tasks, such as inbox management and meeting preparation, as needed

Monitor the Business Phone and general correspondence for the organization

Track and maintain office subscriptions, logins, and tools

Provide support to staff related to subscriptions and minor IT issues

Create and update records for personnel, Institute contacts, and other internal organizational data such as policies, handbooks, and protocols

Coordinate with legal, finance, IT, and other consultants as needed

Support the execution of contracts

Contribute to the execution and reporting of administrative action items in the Institute’s Strategic Plan

Maintain project trackers as needed

Assist with payroll completion and leave requests

Support in organizing staff retreats and other occasional in-person events

Assist key staff with administrative tasks as needed

Recruitment and Human Resources

Spearhead recruitment efforts by drafting job descriptions, managing virtual advertisements, and interviewing candidates with staff support

Work with staff to recruit a diverse team of fellows annually

Manage the onboarding and offboarding for personnel, including updating internal handbooks and reference materials, overseeing paperwork filing, etc.

Support organizational compliance with Institute handbooks, manuals, and the law as needed, and periodically review Institute policies and records

Finances and Fundraising

Track spending and manage financial records related to receipts, contracts, and subscriptions

Report any financial observations or issues to direct supervisor

Serve as the purchasing agent for Institute-related expenses, such as travel expenses, additional subscriptions, materials for events, external conference registrations, etc.

Support the development team in tracking donations, coordinating donation follow-up, and maintaining an up-to-date internal donor database

Skills and Qualifications

Success in this role requires a commitment to helping children lead healthy lives in a digital world. The ideal candidate will also possess the following skills:

Excellent leadership, time management, and organizational skills

Outstanding abilities to communicate in writing, on video calls, and over the phone

Strategic and results-oriented with the ability to shift priorities as needed

Ability to effectively manage multiple projects and deadlines at once

High level of proficiency to capture, analyze, and report on departmental activity

Proven excellence as an office assistant, office administrator, or in another relevant position

Familiarity with standard procedures and basic account principles used in non profit offices

Knowledge of Google Suite (including G-mail, drive, docs, sheets, and calendar)

Applicants located in Pacific Time Zone will be given preference

Compensation

Children and Screens: values equity, transparency, and clarity in pay. The annual salary for this position starts at $50,000.

Application Procedure

To apply, please the following materials to us with the subject line “Remote Office Administrator Application:”

A cover letter highlighting your experience and skills, along with an explanation of how this position will contribute to your professional goals; and

A resume/CV.

Note: Transcripts and/or letters of recommendation are welcome but not required. If selected for further consideration, references will be contacted.