Administrative Associate

About Impact Justice

Impact Justice (IJ) is a national innovation and research center based in Oakland, California and Washington, DC. Impact Justice is committed to reducing the number of people involved in our criminal justice system, improving conditions for those who remain incarcerated, providing meaningful opportunities for successful reentry, and attending to crime victims’ needs.

Job Summary

This position supports the IJ DC Office and National PREA Resource Center (PRC), a project which works nationally to end sexual abuse in confinement and is operated via a cooperative agreement between IJ and the U.S. Department of Justice. This position will provide administrative support primarily to the PRC’s Field Training Program, in addition to the PRC generally. Primary tasks include general project and office administration, systems and calendar management, event and travel planning, project data processing, file management and recordkeeping, and communications support.

Though this position will have a focus on the Field Training Program, it will involve developing an understanding of the PRC’s mission and scope to be able to assist in multiple areas of work. The successful candidate will have initiative, and be organized, detail-oriented, and able to manage multiple moving pieces and tasks.

Responsibilities:

The Administrative Associate will report to a PRC manager and will be expected to work full-time. This position is based in Washington, DC. Responsibilities and tasks include, but are not limited to:

  • Providing logistical and travel support for all Field Training Program (FTP) training audits, including, but not limited to:
  • Liaising with training audit facility contacts to secure meeting space, meals, transportation, and other arrangements for the onsite audit
  • Researching lodging recommendations and securing hotel contracts
  • Assisting with lodging and travel reservations for PRC staff and consultants
  • Compiling contact, travel, and background information from trainees
  • Printing materials and preparing encrypted flash drives, as necessary
  • Scheduling and participating in FTP preparatory phone calls, preparing meeting agendas, posting recorded meetings to Basecamp, taking notes, and tracking / following up on action items.
  • Serving as an administrator for the PRC Basecamp project management system, including monitoring discussion items and content, uploading files, adding calendar appointments, managing rosters, and posting logistics updates.
  • Providing administrative support and systems troubleshooting for various PRC systems and tools, e.g. Basecamp, FormAssembly, Absorb LMS, Zoom Meetings, Salesforce, and the Onsite Audit System. Develops systems training guides for new systems and processes as necessary.
  • Responding to inquiries related to the FTP via the PRC Salesforce system.
  • Tracking trainee participation throughout the course of pre-onsite, onsite, and post-onsite training audit phases.
  • Sending selection notifications to facilities and contractors.
  • Participating in FTP preparatory phone calls, posting recorded meetings to Basecamp, taking notes, and tracking and following up on action items.

Other administrative responsibilities may include:

  • Data entry, verification, and manual clean-up of audit and contact data submitted to and maintained in the PRC’s data systems.
  • Assisting in the development and tracking of contractual agreements
  • Supporting PRC team members with travel arrangements, note-taking, or other administrative support activities as needed
  • Limited copy editing
  • Other tasks as assigned

Basic Applicant Qualifications:

  • Strong written and verbal communication skills
  • Positive, solutions-oriented approach to problem-solving
  • Strong time management skills and ability to manage and prioritize many tasks across multiple projects
  • Demonstrated track record of completed assigned tasks in a timely and efficient manner
  • Bachelor’s Degree/AA Degree and/or 2 years’ relevant experience
  • High proficiency in Microsoft Office Suite

Additional Preferred Applicant Qualifications:

  • Demonstrated interest in criminal and social justice work
  • Experience with information databases
  • Experience with event planning
  • Direct experience with the criminal justice or juvenile justice systems
  • Administrative Assistant or Executive Assistant Experience

Benefits/Details:

  • Work schedule: Full-time position, at 40 hours per week
  • Generous benefits package, including medical, dental, flex plan, and 401(k)
  • Generous vacation and sick leave

PROFESSIONAL LEVEL

None specified

MINIMUM EDUCATION REQUIRED

No requirement

HOW TO APPLY

FTPAdminAssociate@impactjustice.org

To apply, please send a resume and cover letter to FTPAdminAssociate@impactjustice.org. All applications must be submitted by November 26, 2017.

Equal Opportunity Employment

Impact Justice provides equal employment opportunities to all applicants without regard to race, color, religion, sex, gender identity, national origin, age, criminal history, disability or genetics. We strongly encourage people of color, individuals who identify as part of the lesbian, gay, bisexual, transgender, and/or queer communities, and individuals with experience in the criminal justice system to apply.

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