Now Hiring
Administrative Associate
Job Description: Administrative Associate
Hours per week: Full-time, 40 hours per week, non-exempt
Pay rate: $23-26 per hour, depending on experience
Reports to: Development Director
Benefits: Sick leave, paid vacation and holidays, 401(k) safe harbor retirement plan
with 4% company match, health & dental insurance
About the Sonoma Community Center:
Housed in the beautiful 107-year old Sonoma Grammar School building just off
Sonoma Plaza, the Sonoma Community Center was founded in 1953 as a resource for
community enrichment through the arts. Today, the mission of the Sonoma
Community Center is to create extraordinary, artistic, cultural, and learning
experiences that enrich our diverse community. Driven by values of community,
innovation, creativity, inclusion, and leadership, the Center offers a broad range of
classes, events, and performances that encourage people from all walks of life to
create, connect, thrive, and build community together.
About this position:
As the Administrative Associate, you’ll work closely with the Executive Director,
Director of Development, and other staff members to ensure that our programs,
special projects, fundraising projects, community events, and volunteer
management systems run smoothly. You’ll take primary responsibility for customer
service and administrative processes that make our success possible. You will
participate in donor and volunteer engagement, and generally play a crucial role in
ensuring that the Sonoma Community Center has the resources it needs to continue
offering high-quality programming to our community.
Your responsibilities will include:
Customer Service
● Provide friendly and knowledgeable information to interested parties
● Manage the front desk including registrations, refunds, and class inquiries
● Support the SCC rental program
Program Support
● Support class and event website listings
● Support Marketing of programs, including flier distribution (coordinating
volunteers for distribution)
Administrative Support
● Provide Support to the Board of Directors including Meeting Prep and Scheduling
● Office Management
● Manage monthly credit card receipts/amazon
● Manage office supplies
Membership Program Support
● Promptly process all new membership sign-ups as well as renewals
● Ensure that all lapsing members receive a timely renewal request
● Act as the primary customer service point of contact for members
● Participate in the development and planning of regular member engagement
and appreciation activities, including member-only events
Fundraising & Development Support
● Assist with direct mail and other fundraising campaigns
● Generate monthly reports that allow us to track our progress toward annual
fundraising goals, including a Development Dashboard to be shared with the
Board of Directors
● Work closely with the Marketing Team to develop an engaging social media
component for each Community Center fundraising campaign
● Act as an ambassador for the Center out in the community
● Monitor the Community Center’s donation channels and take the lead on
prompt processing and acknowledgment of all incoming gifts
● Update acknowledgment letter templates quarterly and as needed for
special campaigns to ensure that their content is relevant and
engaging
● Prepare acknowledgment letters for signature by the Executive Director,
including modifying letters as necessary to add personalized touches
Database and data management
● Use best practices to keep data in our systems current, accurate, and relevant,
including regular cleaning and de-duplication
● Ensure regular updates to mailing lists in our marketing platform
Volunteer Coordination
● Process incoming volunteer applications and lead the onboarding process for
new volunteers – including screening interviews, collection of signed
agreements, and ensuring that background checks are completed
● Work with staff to recruit volunteers as needed for programs and events
● Work with staff to ensure that all volunteers receive a clear job description and
have an on-duty supervisor during their shift.
● Ensure that all active and former volunteers are accurately recorded in our
Donor Database, and included on our newsletter mailing list
● Develop and implement annual volunteer appreciation and engagement
activities
Event Support
● Assist with guest check-in and check-out at events
● Assist with event set-up and breakdown
● Serve as Volunteer Manager for events
● Source specific items and services to support events
● Generate post-event reports to track fundraising success
Other duties as assigned.
This job may be a fit for you if:
● You pride yourself on your attention to detail
● You have an interest in running and continually improving administrative
systems
● You have an interest in engaging your community around a worthy cause,
and connecting people to volunteer and/or contribution opportunities
● You are able to keep up with regular weekly tasks while also working on larger,
longer-term projects
● You are proficient in Microsoft Office suite and Google suite
● You demonstrate empathy and respect in all interpersonal interactions
● You can communicate with clarity and authenticity in both written and spoken
English
● You are able to work some evenings and weekends
● A plus, but not required, is experience with a donor database or customer
relationship management (CRM) system
● A plus, but not required, is experience with an email marketing client like
Constant Contact or Mailchimp
● A plus, but not required, is experience with social media engagement
● A plus, but not required, is written and oral fluency in Spanish
How to Apply:
This position will be open until filled, but we encourage applicants to submit their
materials by July 19.
To apply, please send us:
- A resume outlining your fit for this position
- A short letter describing your interest in this role.
Please send your materials to Vanessa Rognlien, Executive Director, at
vanessa@sonomacommunitycenter.org
Questions about the role? Please reach out to Vanessa at the email listed above.
The Sonoma Community Center is committed to an equitable, inclusive, and
accessible application process for the open position. We are seeking applicants of all
races, cultural backgrounds, abilities, and gender identities. If you require any
assistance in accessing the job description or require an accommodated
application process please reach out to Vanessa Rognlien for more information.
