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Job Title: Administrative Associate - New York
Location: New York, NY United States
Position Type: Full Time
Post Date: 01/09/2019
Expire Date: 03/09/2019
Job Categories: Administrative and Support Services
Job Description
Administrative Associate - New York
Position Summary:

The Business Process Redesign (BPR) Team at Tides is seeking a social justice professional with a high level of flexibility and patience, outstanding time management skills, and demonstrated history of organizing resources and efficiently delivering on competing priorities in a fast-paced environment for its New York office. The Administrative Associate will provide exceptional administrative, operational and financial support for internal team members and clients.

The Administrative Associate will work as a member of the BPR Team to process and execute client transactions, including payment and reimbursement requests, grant agreement processing, contract processing, troubleshooting client and team challenges, process streamlining, and other administrative and systems support for clients. The Administrative Associate has a strong attention to detail, proficiency in communication with clients and colleagues, ability to handle multiple priorities elegantly, as well as an understanding of the non-profit sector. This position is responsible for working closely with Tides’ client facing service teams to provide exceptional and proactive administrative and financial support to deliver an unsurpassed client experience.

The Administrative Associate position is a non-exempt position, 40 hours per week. Non-exempt employees work a standard five-day per week schedule.

Essential Duties and Responsibilities:

Act as a liaison and resource to the NY team on BPR updates, upcoming changes, and feedback solicitation, give tutorials and how-to support
Execute client transactions, including grant agreement processing, contract processing, troubleshooting client and team challenges, and process streamlining
Provide cross-departmental administrative and systems support to internal staff, as well as Philanthropic and Social Venture Partners.
Design workflow processes and procedures to expedite and improve the user experience, including working with the BPR process experts to constantly improve business processes for streamlined efficiency and communicating these changes to internal staff
Create training materials and internal knowledge articles around process implementation, including creating and editing knowledge based articles for training and reference
Precise data entry and records management and maintenance in Salesforce
Manage external donation sites
Coordinate approval and signatures with the Executive Team
Attend to special handling and unique needs to support remote staff (alerting SF staff to expedites, etc.)
Partner with internal staff to handle complex and priority client needs including the maintenance of unique tracking systems
Tracking outstanding/open administrative requests/items and flagging for Responsible Staff
Support events and meeting support, including ordering food, reserving rooms, and drafting minutes in support of programmatic functions and meetings for Client Services and Project Accountants
Offer Salesforce trainings to clients in NY
Provide back-up coverage for operational client service needs, such as sending Fed-Ex packages to headquarters and mailing documents to clients
With management approval, assist with large projects like managing translation services, researching grantees, etc.
Support client inquiries related to finance, internal processes, Tides’ policies, etc., ensuring high quality service delivery
Complete a weekly review of payment request holds, follow-up with clients on missing support information
Assist with completion of grant dockets and other special assignments as needed
Collaborate in gathering proposal development and reporting materials for clients
Support contract development and interoffice approvals for clients as needed
Support new clients orientations and trainings in partnership with the assigned Responsible Staff
Complete other special assignments as needed
Knowledge, Skills, and Abilities:

Strong interest in social justice issues
Technology savvy, prior experience with Salesforce required; experience with Fluxx, NetSuite or similar database systems preferable
Excellent organizational and time management skills
Extremely organized and highly adaptable
Detail oriented and able to multi-task
Critical thinking skills and ability to learn current processes with vision to make them more efficient and streamlined
Good communication skills both written and oral
Must be willing and able to perform administrative tasks at an executive level, but also work independently on self-directed projects
Must be able to work well in a fast-paced environment as a team player, with tight deadlines and changing priorities
Must be able to work with staff to problem solve and troubleshoot general inquiries.
Strong customer service skills; prior experience navigating organizational change and transitions preferable
Highly proficient in MS Office (Excel, Word, Outlook and PowerPoint) and ability to quickly learn new software programs
Education and Experience:

Undergraduate degree or equivalent years of related work experience
5+ years of experience in a similar position
Previous experience using Salesforce, NetSuite and database savvy is a plus
Prior experience navigating organizational change and transitions preferable
Experience training team members and internal partners on use of database or administrative processes
Experience interfacing with clients, providing a high level of customer service

Application Instructions:

Please submit a resume and a thoughtful cover letter online. Your cover letter should express your interest in working for Tides and your qualifications for the role. You may also share your detailed LinkedIn profile with us. Tides is an Equal Opportunity employer. We value diversity and inclusion and we look forward to reviewing applications from all who are qualified to apply.

Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

Equal Employment Opportunity:

Tides is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions.
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Contact Information
Website:https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=ac3db27c-a187-40fa-b974-0902020e297a&jobId=267874&lang=en_US&source=CC3&ccId=19000101_000001
Company Description:
About the Organization: Tides envisions a world of shared prosperity and social justice founded on equality and human rights, healthy individuals and communities, a sustainable environment, and quality education for all. Tides accelerates the pace of social change, working with innovative partners to solve society's toughest problems. For more information please visit www.tides.org Equal Employment Opportunity: Tides is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions. Applicants with Disabilities: Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
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