Job Description

OPENING  

FJP is looking for a FULL-TIME ADMINISTRATIVE PROFESSIONAL dedicated to ensuring the efficient, timely and reliable completion of the organization’s day-to-day administrative tasks.  

The OPERATIONS AND PROGRAM SPECIALIST will juggle multiple job responsibilities daily, from helping with administrative tasks, copying, and printing materials, organizing materials, helping to process administrative paperwork, assisting with budget and fiscal tracking, and assisting staff with scheduling and other logistical support for events. This requires someone who has tremendous organizational skills and is comfortable communicating with all levels of staff and consultants to ensure tasks get completed on time. This position is for someone who thrives in a fast-paced environment and enjoys taking care of things the right way the first time; a person who figures out how to get most tasks done but asks smart questions when there is a need for guidance. 

WHAT YOU’LL DO  

The OPERATIONS AND PROGRAM SPECIALIST will have the opportunity to join a growing, dynamic team working on some of the most cutting-edge criminal justice reform issues around the country.  You will report to FJP leadership and will work closely with FJP’s Executive Director and other program staff. You will have day-to-day operations and program duties and will be primarily responsible for supporting staff in the following ways: 

• Support staff in administrative and operations duties related to grant and contract management, project logistics, and other operations functions. 
• Provide logistical support to staff related to program and project management as well as events and meetings with elected leaders, partners, vendors, and stakeholders. 
• Develop templates for FJP program and operational documents. 
• Process contracts and contract amendments using FJP/Tides templates and work with outside consultants to ensure contracts are up to date. 
• Provide administrative support to staff for travel, scheduling and materials production, and organization. 
• Assist with scheduling and organizing of internal and external meetings with electeds, partners, vendors, and stakeholders, as well as calls and events. 
• Assist with travel arrangements for attendees at FJP events (including elected leaders, experts, and other invited guests). 
• Process expense reimbursements, including working with staff to ensure all necessary information and receipts are submitted in a timely fashion. 
• Assist with FJP budget summaries. 
• Maintain up-to-date databases and tracking documents. 
• Organize and assist with taking notes on calls as needed. 
• Order and oversee ordering of supplies and materials as needed. 
• Proofread/copy edit documents. 
• Take notes on team calls.

OTHER DUTIES AND RESPONSIBILITIES  

• Other program-related, clerical, administrative, technical & office support duties as assigned.

Qualifications

WHO YOU ARE  

You have a demonstrated interest in the issues of fairness and equity and are interested in working with key changemakers to shrink our justice system. You have the following qualities:  

EDUCATION AND/OR EXPERIENCE 

• 1-2 years of administrative support experience. 
• Finance support or data entry experience.

KNOWLEDGE, SKILLS, AND ABILITIES 

• Commitment to FJP’s mission and criminal justice reform and strong passion for and commitment to racial justice and ending over-incarceration. 
• Strong interpersonal skills and able to work with remote staff. ● Flexible and able to work cooperatively under pressure. 
• Able to self-direct day-to-day activities. 
• Able to listen well and synthesize information. 
• Exceptional administrative and problem-solving skills and can juggle multiple priorities efficiently in a fast-paced environment. 
• Well organized and highly attentive to detail. 
• Able to communicate effectively with vendors, consultants, and staff and ensure deadlines are met. 
• Able to enter data in Excel/Google Sheets and perform basic mathematical functions. 
• Basic knowledge about preparing financial reimbursement forms, reviewing budgets, and ensuring accuracy in financial submissions. 
• Ability to troubleshoot and maintain basic office equipment. 
• Comfortable with Apple OS/iOS computing platforms generally, Google Workplace Tools, and Microsoft Word, PowerPoint, and Excel in particular.

Additional Information

WHAT ELSE YOU SHOULD KNOW  

The starting salary for this position is $55,000.

PHYSICAL DEMANDS 

The project requires extensive home computer and telephone time and usage, research, and writing. The position also requires occasional travel throughout the nation and will require the ability to travel by air or car to various parts of the nation. Light lifting to 10 pounds may be needed. 

WHAT NOW?  

This role is an extraordinary opportunity to contribute to our mission of justice reform and work with a small but growing creative and dedicated team.  If you would like to apply, please submit your resume today.  We look forward to hearing from you.