Executive Administrative Coordinator

United States·San JoseFull-timemid

Administrative CoordinatorAdministration & Office Support

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Quick Summary

Key Responsibilities

This position is based on-site at the CA Regional Office in San Jose, during core business hours and minimal trave

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Administrative CoordinatorAdministration & Office Support

At Rocketship Public Schools, we believe in the infinite possibility of human potential. We believe that every student deserves the right to dream, to discover, and to develop their unique potential and it is our responsibility and our privilege to unleash the potential inside every Rocketeer we serve. Our non-profit network of public elementary charter schools propels student achievement, develops exceptional educators, and partners with parents who enable high-quality public schools to thrive in their community. We are a collective of parents, teachers, leaders, and students working together to transform the future for underserved communities across our country. At Rocketship Public Schools, we are unleashing potential.

Position Description

Reporting to the Chief of Staff, the Executive Administrative Coordinator will play a critical role in cultivating and managing an office that is a welcoming, safe, and effective place for our staff to work. Having space where our staff and guests can meet and work effectively is critical to the success of our organization. The Executive Administrative Coordinator will also manage the inventory of the office, making sure that teams have access to important tools and communications. Additionally, the Executive Administrative Coordinator will support the CA regional executive team, and national executive assistant, making sure that they have the support needed to manage operations across the region and schools. Responsibilities include office management, project management for regional and external affairs engagement initiatives, and acting as the initial point of contact for guests, staff, and Rocketeer families who visit or contact the CA Regional office. We are looking for a strategic, detail-oriented, and operations-minded individual to add critical capacity to our team.

Work Location: This position is based on-site at the CA Regional Office in San Jose, during core business hours and minimal travel to event spaces and schools across the Bay Area.

Welcome staff and guests to the Rocketship CA San Jose office, helping to meet their needs (e.g., sharing Wifi password) and setting a positive tone for the culture of the office. Support advocacy campaigns and school renewals with event logistics i.e. translation, food, childcare, venue, etc.

Lead the maintenance, organizational systems, and overall cleanliness of the Rocketship CA San Jose office, including maintenance of storage room and keeping the office space legally updated (i.e.. OSHA, etc.)

Perform clerical duties including answering phones and emails, taking and distributing messages, and sorting and managing a system of distributing mail and packages.

Order and manage inventory systems to ensure the San Jose office is sufficiently stocked with necessary office and breakroom supplies for our Regional Network Support Team (“NeST”) teams.

Serve as the primary liaison to third-party vendors and partners for the San Jose office functions (e.g., Xerox, mail meter, FedEx, etc.)

With support from our Technology Solutions team and outside vendors, support and manage office technology systems, such as video conference equipment (i.e. iPads), copiers, printers, and phones.

Oversee health and safety in the San Jose office, including third-party maintenance of first aid kit and AED, and coordination of COVID safety protocols and any required case response.

Serve as the Rocketship point of contact for the Regional Office property management company (e.g. facilitating necessary property-related updates to NeST, requesting new secure badges/suite key copies, custodial maintenance requests etc.), handling after-hours facilities emergencies. Lead emergency evacuation response team for the suite.

Other administrative tasks and responsibilities as assigned

Regional Operations and Support (40%)

Provide project management, administrative, and logistical setup and take down support for regional initiatives, events, network meetings, and activities, including but not limited to preparing and ordering materials, researching and reserving space, ensuring childcare, translation services, catering, and transportation; and coordinating planning and participation.

Support Regional team leaders with scheduling and other administrative tasks as needed.

Provide project management, administrative, and logistical support to the CA Executive Team, as needed.

Supports the cross-functional coordination, printing, assembly, and packaging of charter petitions to ensure high-quality and timely submission materials.

Other duties as assigned

National Network Support Team (15%)

Manage logistics for Board Meetings, including receiving packages, coordinating venue and catering selections, printing materials (e.g., nametags), and assisting with setup and coordination on the day of events such as Board Dinners.

Coordinate and manage national initiatives such as the Thanksgiving Baskets and Giving Tree programs, including planning, assembly, event execution, and communications.

Monitoring permission and safety of RPS vehicles onsite.

Accounting responsibilities i.e. receiving checks, making copies, depositing checks, and submitting deposit receipts to the accounting team on occasion.

Finance responsibilities i.e. printing checks for staff or vendors on occasion

Passion for Rocketship’s mission, and belief that all students can achieve high levels of academic success.

Eye for setting up spaces and processes that are user-friendly and effective.

Excellent written and verbal communication skills.

Effectively prioritize and juggle multiple concurrent projects.

Comfort in a start-up environment and ability to work independently with minimal direction Demonstrated ability to be detail-oriented, organized, and resourceful.

Team-player attitude, effective interpersonal skills, and strong customer-service orientation. Spanish language proficiency preferred, but not required.

Skilled at building strong and trusting working relationships with people in both senior- and junior-level roles, both within and beyond Rocketship. Ability to treat sensitive issues with respect and empathy, and maintain strict confidentiality where required.

Proficient with Microsoft Office Suite and Google applications

2+ years experience managing an office or working in an administrative role(s) requiring strong attention to detail is strongly preferred

Bachelor’s degree preferred.

Ability to work in person from the Rocketship office in San Jose Monday through Friday

An ideal candidate would have experience working with schools, especially in administrative roles within charter schools

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and communicate with both adults and children. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds and occasionally climb ladders. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is moderate to high.

Rocketship Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Rocketship Public Schools complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Rocketship Public Schools expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Rocketship Public Schools’ employees to perform their expected job duties is absolutely not tolerated. Click here for our Sexual Harassment Policy. For questions, concerns, or complaints, please contact Human Resources.