Ada Developers Academy is a non-profit, tuition-free coding school for women and gender diverse adults. We focus on serving low income people, underrepresented minorities, and members of the LGBTQIA+ community. Our program consists of two highly immersive parts: six months of focused instruction, and five months of internship at partner companies, where students refine their skills working on real-world code.

ABOUT THIS POSITION

We are looking for an Office Administrator to lead in creating a safe, warm, and welcoming office environment and facilitate the day to day, seamless operations of the office space. As an important  member of our Operations team, you will also be responsible for supporting the Director of Finance with accounts payable and receivable administration, as well as other operations-related projects. This is a full-time position (40 hours per week) with a base salary of $50,000 to $60,000 annually (DOE) plus benefits.

Please note: This is an in-person role, Monday through Friday from 8:30am - 5:00pm. 

CORE RESPONSIBILITIES

OFFICE MANAGEMENT (45%)

Update and maintain the office COVID-19 policies and procedures, ensuring office safety during COVID-19; Regularly review the COVID-19 check-in survey and follow up as required;

Serve as the point person for staff questions related to the office; Regularly communicate office-related policies, procedures, and updates to staff;

Partner with internal stakeholders to ensure office processes are updated, communicated, and upheld;

Coordinate and schedule office meetings and events, providing additional support as needed, including set up, clean up, and ordering food (when the office fully reopens);

Manage all office-related tasks, including, but not limited to: 

• Ensure the physical office space is clean, safe, secure, and organized;

• Manage the front door reception, welcoming students, contractors, and other guests;

• Respond to and delegate external communications, including shared email inboxes and voicemail; 

• Accept and distribute mail and packages; ship packages as needed;

• Manage office supply purchase and inventory, including, but not limited to: snacks, cleaning supplies, and office equipment;

• Maintain records for office key assignments; manage distribution, and return of office keys to and from staff;

• Serve as the point of contact with building management and maintenance vendors; submit maintenance requests and follow through to completion.

FINANCE ADMINISTRATION (35%)

• Administer accounts payable and accounts receivable, including posting and paying vendor invoices, routing invoices and expense reports for approval, reconciling credit card transactions, vendor management, posting and sending invoices to partners, credit management, and weekly reports;

• Provide regular and month-end accounting support, including journal entries, chart of accounts coding, and bank reconciliations, plus year-end close and audit support.

IT ADMINISTRATION (15%)

• Maintain IT inventory and purchases as well as SaaS and other tech needs for the organization; 

• Support staff with their SaaS tools needs; vet new tools and vendors;

• Partner with Executech to ensure all staff members have necessary technology support to effectively work;

• Support in the execution of staff onboarding and offboarding checklists.

TEAM RESPONSIBILITIES (5%)

Own and support broader organizational and Operations team priorities, including:

• Complete special projects as needed or requested;

• Support colleagues on the Ada team as needed.

ESSENTIAL QUALIFICATIONS

• 2+ years of experience in office management, or a related field;

• Experience in or knowledge of AP/AP, or accounting principles highly preferred;

• Strong written and verbal communication skills with exemplary professionalism;

• Experienced with maintaining confidentiality of sensitive information and communications;

• Excitement and desire to work in a fast-paced environment with a demonstrated ability to work independently with limited direction; Ability to prioritize across multiple workstreams;

• Excellent organization and attention to detail; Loves bringing process and structure to your work;

• A strong bias for taking action that includes identifying opportunities for improvement, and rolling up your sleeves;

• Tech-savvy with prior experience with Microsoft Office including Excel, and GSuite highly preferred, experience with QuickBooks and Salesforce a plus;

• Enthusiastic support of Ada’s mission and the ability to champion it at many different levels;

• Demonstrated embodiment of Ada’s values in a professional environment.

We hope to be drivers of change, and believe having a team of diverse backgrounds will enable us to strengthen our impact for others. Ada is proud to be an equal opportunity employer, and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, pregnancy, childbirth and breastfeeding, age, sexual orientation, military or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws. EOE, including disability/vets. If you have a disability or special need that requires accommodation, please don’t be shy and contact us at careers@adadevelopersacademy.org.