The W. Haywood Burns Institute (BI), founded in 2002, is a non-profit whose core purpose is to protect and improve the lives of youth of color, poor children and their communities by ensuring fairness and equity throughout all public and private youth serving systems. Work at the BI focuses on working in specific jurisdictions to convene traditional and non-traditional stakeholders to change policies, procedures, and practices that impact youth of color and poor children in trouble with the law. Similarly, we work with 130 community based organizations nationally towards similar goals.
The ideal candidate will possess an unusual combination of skills regarding coordination, oversight and support regarding staff, budgets, and administration. This person will report directly to Senior Management (Executive Director and Deputy Director for Program). As the principal administrative aide in a nine person national non-profit organization, he/she will assist Senior Management by being proficient as follows:

Major Responsibilities:
• Assures sound financial budgeting and accounting systems maintained.
• Facilitates the internal control environment, systems, policies and procedures to ensure the resources support the organizations mission’s.
• Assures support functions, including administrative staffing, facilities, space, supplies, and equipment, facilitate daily operations.
• Assures that fair, equitable and supportive personnel policies and practices, including benefits, compensation, affirmative action, and recruitment implemented.

Main Functions:

Financial:
• Works with the Executive Director & Deputy Director to develop & monitor annual budget.
• Prepares financial analyses and data for the Executive and Deputy Directors and Board.
• Coordinates all activity with banking institutions. Reviews bank statements and other financial documents, researches discrepancies, reconcile accounts with the general ledger.
• Supervises preparation of individual grant application budgets.
• Develops financial reports to funders.

Office and Information/Knowledge Management:
• Supervises operations of office, including maintaining supplies and equipment; maintains an inventory system for office equipment and furnishing. Handles day-to-day office activities and tasks. Carries out clerical duties, such as fielding phone calls, composes and types correspondence and memoranda, operates and maintains fax machine, and makes copies, collates, and staples materials as requested.
• Oversees organization’s purchasing and contracting for supplies and services.
• Oversees management information and communications systems. Controls and monitors a web-based real time office calendar for the entire BI staff.
• Coordinates BI related travel as determined by Executive or Deputy Director.
• Facilitates and coordinates public speaking engagements: analyzing opportunities, coordinating schedules and conducting occasional background research.

Board
• Coordinates Board and supporting committee operations. Liaises with Board regarding issues needing Board approval.
• Coordinates and serves as a recorder at Board and other meetings as necessary.

Human Resources:
• Develops and maintains employee timesheet and recording procedures.
• Develops and maintains appropriate benefits management procedures; periodically investigates additional and alternative employee benefits plan including in-service training and pension alternatives.

Additional Qualifications: The ideal candidate will be an experienced, resourceful, bi-lingual flexible forward-thinker with a minimum of 5-7 years of high-level administrative experience, preferably as the top assistant to the CEO in a non-profit, for-profit or academic environment. A.A. or B.A. degree is preferable. Excellent written and oral communications skills in English are essential, as are exceptional organizational skills. Strong computer skills are required. Candidates must be able to operate in a diverse and fast-paced environment, anticipating and prioritizing needs, juggling multiple tasks and adjusting to shifting priorities while maintaining a high degree of accuracy. Candidate must be able to interact diplomatically with a range of professionals including boards of directors, individual donors, media representatives, public officials, and foundations.

How to Apply:
APPLY IMMEDIATELY by sending a letter of interest, resume, references and a brief, unedited writing sample to mharris@burnsinstitute.org. The position will remain open until filled. Please use “Senior Assistant” as the subject of your email. Only complete applications will be reviewed. It is preferred that all materials be submitted via email. If emailing is not possible, please send materials (do not split a submission between email and regular post) to W. Haywood Burns Institute, attn: Senior Assistant, 180 Howard Street, Suite 320, San Francisco, CA 94105.

The W. Haywood Burns Institute is an equal opportunity employer. People of color, women, and people with disabilities are strongly encouraged to apply. Only candidates selected for interview will be contacted. No relocation funds are available. Please visit our website to learn more about the Burns Institute at www.burnsinstitute.org

Date Posted: 03/21/2006