We are looking for an Admin Specialist to join our team in Los Angeles!

WHO WE ARE

We are the nation's largest legal and civil rights organization for Asian Americans and Pacific Islanders (AAPI). Our mission is to advocate for civil rights, provide legal services and education, and build coalitions to positively influence and impact Asian Pacific Americans and to create a more equitable and harmonious society. We serve more than 15,000 individuals and organizations every year, focusing on the most vulnerable members of AAPI communities while also building a strong voice for civil rights and social justice. With our Advancing Justice affiliates in Atlanta, Chicago, San Francisco, and Washington, D.C., we enrich, enhance, and serve our communities all across the country.

WHAT WE BRING

• The special opportunity to join a mission driven team
• Flexible, hybrid work schedules
• Rich medical, dental and vision benefits
• Retirement options through 403B and match

WHO YOU ARE

You share our mission of advocacy for Asian Pacific Americans. You enjoy the thrill of serving the public interest while championing civil rights and social justice. You take pride in your work enriching lives and communities in Los Angeles and across the country. You are looking for your next role in an organization that supports your career as much as you support the organization and its goals. You are looking for a job where you make a difference, and your impact is directly proportional to your contribution. You are a game changer. You are a leader. You are an advocate.

WHAT YOU BRING

• High School diploma or GED; Associates degree preferred
• Project Management Certificate highly desired
• Minimum of three (3) years of admin/customer-service experience, non-profit environment is strongly preferred
• Minimum one (1) year experience in Human Resources
• Valid driver’s license and/or access to alternative means of transportation

ABOUT THE ROLE

Under the supervision of the Senior HR Generalist, the Administrative Specialist has the primary responsibility of Asian Americans Advancing Justice Southern California’s front desk Monday through Friday.

The Admin Specialist is tasked with professionally greeting visitors, coordinating mail deliveries (including sorting and distribution), supporting facility operations, HR, and administrative staff while professionally answering and directing telephone calls throughout the organization. This position must be familiar with organizational unit staff as well as knowledgeable of the organizational Unit responsibilities.

Your day-to-day responsibilities:

55% Front Desk Operations 

• Execute day-to-day front desk duties including answer telephone calls, address inquiries, and provide information regarding AJSOCAL as well as other community resources. 
• Partner with Communications Dept. to manage AJSOCAL branded SWAG and stationary inventory and ordering process.
• Place and track purchase orders on behalf of HR and Facilities teams when needed.
• Assist the Facilities Team with the management of the Brivo System and security cards.
• Report safety and access issues throughout the facility to HR & Facilities Team
• Greet and assist visitors in signing in and accessing staff.
• Receive deliveries, sort and route items, packages, or mail sent to the Agency and Staff
• Support the OC administration and receptionist where necessary.

35% Human Resources Admin Functions

• Collaborate with Sr. HR Generalist on developing and implementing recruitment campaigns, identifying and attending relevant career fairs and hiring events and identify niche job boards for specialty positions.  
• Execute and monitor external job postings – monitoring expiration dates and repost/refresh as needed, tracking jobsite costs.
• Collaborate with Sr. HR Generalist to drive with the New Hire onboarding and orientation process.
• Branded HR documents and forms: ensure all HR-related forms and documents are branded with the organization’s update logos.
• Ensure organizational All-Staff calendar is updated with company observed holidays, internal events and administrative deadlines.
• Employee Personnel Files: maintains accurate and up-to-date human resource files, records, and documentation ensuring integrity and confidentiality and assist with periodic audits as directed by HR Manager.
• Maintain SignNow to ensure all documents sent have been received, signed, and filed; purging files as needed.
• Participate in the planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.

10% General Support Functions

• Prepare documents including labels, spreadsheets, faxes and announcements as needed
• Help create prepackaged material for various departments as requested 
• Report on the need for maintenance of office machinery including photocopiers, fax machines, computers, postage machines, and printers in or near the reception area.
• All other duties as assigned