Office Administrator at FirstDay Foundation in San Antonio, Texas

Job Description:

It's a great feeling to work for a company that does so much good for others around the world!



Academic Req: Required - Bachelor's degree in Business Administration, Human Resources, Psychology, Sociology, Education, Marketing/Branding, or a related field from an accredited university.



Work Experience: 2 years' experience in human resources, business management; administrative support services, quality assurance, marketing, or closely related experience required.


FirstDay Foundation is seeking an experienced Office Administrator to support our leadership team and our key operational functions. Mastery and proficiency in this role will lead to advancement opportunities. This role is ideal for a highly organized, self-directed professional with strong communication and time management skills.



Critical Action Items & Measurable Deliverables:

1. Perform general office management duties including answering, screening, and forwarding incoming phone calls, welcoming guests, coordinating front desk activities, and creating help desk tickets for staff members
2. Receive, sort, and distribute daily HR Dept mail and deliveries, ensuring the confidentiality of communications and securing the privacy of all those served.
3. Maintain office security by following safety procedures and controlling access to restricted areas within the HR department.
4. Creates and distribute documentation on behalf of the Executive Vice President or in support of assigned projects/tasks. Including preparing, proofreading, formatting, and managing documents, reports, and presentations.
5. Collaborate, create, copy-edit, and brand content for department communications within the Human Resource Services Department.
6. Monitor and facilitate update of content as needed for various FirstDay Foundation platforms, including SharePoint, Workday, and content sources with outside vendors or partners.
7. Assist in editing and preparing branded SOP's to develop, document, and implement processes to enhance departmental organization and efficiency.
8. Arrange for meeting space, refreshments, or meals in advance of meetings called by the Executive Vice President. Supply all work and break areas with the necessary items.
9. Process all department invoicing, including forward-facing communications with vendors to ensure timely submission of invoicing, accurateness of invoice, and to ensure timely payment in accordance with service agreement standards.
10. Expense Management, including support of tracking expenses, preparing reports, and processing reimbursements.



Other Responsibilities:

1. Must maintain a good working rapport with all departments and be able to keep information confidential.
2. Meeting attending / coordinating: Sit in on meetings, take notes, integrate calendar and task organization. Create agendas for and coordinate future meetings.
3. Supports onboarding functions for new staff, including serving as a backup for I-9 processing and issuing company badges for new and existing employees, and sending welcome letters and welcome packages to newly hired staff members.
4. Directly assist with providing department services to other FirstDay Foundation or affiliated organization staff members.
5. Assist with budget preparation and other related accounting functions.
6. Assist with special projects using independent decision-making and good judgement.
7. Coordinate with maintenance or janitorial staff, reporting necessary repairs or related service needs, and ensuring facility safety issues are documented in a timely manner with the appropriate personnel.
8. Thoroughly investigate assigned topics, gathering information from various sources, analyzing the data collected, and then based on your findings, propose specific actions or strategies to address a problem or improve a situation, providing actionable steps that can be implemented moving forward.
9. Travel research and planning: Researching and providing options for travel and booking.



Requirements:

1. Bachelor's degree in Business Administration, Human Resources, Psychology, Sociology, Education, Marketing/Branding, or a related field from an accredited university.
2. Two (2) years' experience in Human Resources, business management; administrative support services, quality assurance, marketing, or closely related experience required.
3. Tech-savvy and comfortable using digital tools.
4. Able to manage time effectively and anticipate needs before they arise.
5. Flexible and adaptable, willing to take on a wide range of tasks.
6. Must be proactive, with a willingness to jump in wherever needed to support the team.
7. Strong writing skills and the ability to craft professional correspondence.
8. Confident and personable, capable of networking and managing relationships.
9. Proficient in the use of Microsoft Office Applications.
10. Acquire a working knowledge and ability to use Workday to access and update records as assigned.
11. Strong customer service focus and commitment.


Here at FirstDay Foundation, we are dedicated to building a diverse, inclusive, and authentic workplace. Thank you for your interest in joining our mission!


English (United States)
If you like to work with people that believe they can make a difference in the world, this is the company for you!



EEO Statement



It our policy to provide equal employment opportunity and treat all employees equally regardless of age, race, creed/religion, color, national origin, immigration status or citizenship status, sexual orientation, military or veteran status, sex/gender, gender identity, gender expression, disability, genetic information or genetic predisposition or carrier status, marital status, partnership status, victim of domestic violence, sexual or other reproductive health decisions, or other characteristics protected by applicable law.


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