Minimum of 2 years of relevant paid work experience.
Ability to work independently and in a team setting.
Interpersonal, supervision, and customer service skills.
Good judgment and effective problem-solving ability.
Organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to multitask and work analytically.
Proactive approach, action orientation, and strong time-management skills.
Ability to work effectively with diverse groups of individuals.
Proficiency with Microsoft Office Suite, including strong Excel and database experience.
Ability to occasionally lift up to 40 pounds, as needed.
Responsibilities
Coordinate food services.
Support the Associate Director of Program Operations with facilities maintenance, upgrades, monitoring, and management of licensed and unlicensed facilities.
Support the Associate Director of Program Operations with information technology, including laptop purchases, inventory recording, and technology recommendations.
Oversee ordering and purchasing for agency and program needs, and monitor the purchasing system for efficiency.
Maintain and document the system for order requests, purchasing, recording, tracing, and tracking.
Manage par levels of standard agency supplies, including office, kitchen, and custodial materials.
Manage, support, participate in, and lead special projects as directed, ranging from collecting donated materials to facilities needs and larger agency initiatives such as office or program relocations.
Problem-solve operational matters, convene stakeholders, and support execution of activities and events.
Inventory, store, and maintain signage, supplies, materials, and equipment related to events and activities.
Support promotion, outreach, and marketing of community events in coordination with Communications and Development.
Provide logistical support for agency communication channels, including Instagram and email blasts, and for campaigns such as the Annual Appeal, Winter Appeal, and Give in May.
Work with the Executive Director and Program Directors on program activities, including grant writing, grant management and tracking, and reporting.
Support the Development department in securing sponsors, donors, in-kind services, volunteers, and supportive labor.
Create, maintain, manage, and monitor the agency and community special events calendar.
Coordinate resources and monitor budgets for selected agency and department events and activities.
Coordinate and support selected agency events, including preschool graduation, meet-and-greet picnics, Chinese New Year, Halloween, winter holiday celebrations, and staff gatherings.
Provide logistical and administrative support for the agency’s annual Spring Gala fundraiser.
Solicit and follow up with donors, vendors, and contributors regarding sponsorships, contributions, and ticket sales.
Solicit and follow up with donors, vendors, and contributors for live and online auction items, and manage the auction item database.
Manage mail and email follow-up for auction item solicitations.
Desired Qualifications
Bilingual ability in Chinese and English.
About Wah Mei:
Wah Mei School is the first Chinese American bilingual school to be established in San Francisco. Since our first class in 1974, our preschool program successfully promotes multiculturalism in developmental activities that emphasize both learning and playing for our participants. Our mission is to provide a safe and nurturing high quality Chinese-English bi/trilingual multicultural environment that promotes children’s development while building a supportive community for their families. Wah Mei now has three divisions: Early Care & Education (0-5 years old), Extended Learning (school-aged); and Community Engagement. Wah Mei School also serves as the lead agency for the District 4 Youth and Families Network (D4YFN), Sunset Chinese Cultural District (SCCD), and Sunset Family Resource Center (SFRC).
About the role
This position was created to help the agency build administrative and operational infrastructure, support the various special projects (particularly as the agency pursues facilities enhancements, program expansion and or efficiencies, and stabilizes its infrastructure .. ie: tech, use of space, operations, facilities, etc.), and ongoing agency programs. This position is responsible for three (3) areas, approximated to be equally ⅓ time: 1) food program coordination; 2) operational support including but not limited to: purchasing / ordering, facilities, tech, etc; and 3) Development, and specifically support of grant writing / management, logistical support of Communications (IG, eblasts, campaigns, etc) and events. This position is a “utility” / support type role / function and can potentially grow into a higher coordination / management level position
Support Associate Director of Program Operations in facilities maintenance, upgrades, monitoring, and management of licensed and un-licensed facilities
Support Associate Director of Program Operations in Information Technology, including laptop purchases, inventory recording, technology recommendation, etc
Ordering / Purchasing
Oversee ordering / purchasing for agency and program needs
Monitor for purchasing system for efficiency
Maintain and document order system of requests, purchasing, recording, tracing, and tracking
Manage a “par system” of generally used “standard” items (ie: office supplies like paper clips, scissors, tape; kitchen materials / supplies like dish soap, sponges, towels; custodial supplies like cleansers, mops, brooms, etc.
Special Projects (as directed):
Manage, support, participate, and lead special activities / projects, as directed. Projects range from one-off activities / duties / responsibilities (ie: pick up donated materials / supplies) to minor custodial / facilities needs to participating and supporting larger agency initiatives (ie: office / program moves / relocation)
Problem solve key matters related to non-program and program supported operations. Convene key parties / stakeholders in execution of activities / events
Inventory, store, and maintain signage, supplies, materials, and equipment (ie: A/V equipment, stage/staging, tables/chairs, etc) related to event / activities
Development
Work with Communications / Development in support of promotion, outreach, and marketing of community events, as warranted
Provide logistical support in agency communications channels (ie: IG, eblasts, etc)
Provide logistical support in agency campaigns (ie: Annual Appeal, Winter Appeal, Give in May, etc)
Work closely with Executive Director and Program Directors to support additional program activities including grant writing, grant management / tracking, reporting, etc
Work with Development department in support of securing sponsors, donors, in-kind services, volunteers and supportive labor, as needed
Special Events / Activities (as directed):
Create, maintain, manage, and monitor agency and community special events / activity calendar.
Marshall support, secure and align resources, and monitor budget, and maintain oversight of selected agency/ department event / activities
Coordinate, support, direct, guide, and help to produce agency branded, supported, and initiated selected program events including but not limited to: PS Graduation, Meet & Greet Picnic, Chinese New Year, Halloween, Winter Holiday Celebration, and staff gatherings (ie: staff PD in-service / training, lunch appreciations, etc)
Spring Gala: Provide logistical and administrative support to the agency’s Annual Fundraiser:
Solicitation and follow up with donors, vendors, contributors towards sponsorships, contributions, ticket sales, etc
Live / online auction: Solicitation and follow up with donors, vendors, contributors for live and online auction. Manage database of
Mail, email, and followup of auction item solicitation
Qualifications
Minimum 2 years of relevant, paid work experience
Self-motivated and able to work both independently and in a team setting
Passionate about working with co-workers and the community
Excellent interpersonal, supervision, and customer service skills
Models good judgment and effective problem solving
Strong organizational skills and attention to detail
Strong written and verbal communication skills
Detail oriented, organized, analytical, ability to multitask
Proactive, action oriented with strong time management skills
Demonstrated ability to work effectively with diverse groups of individuals
Proficient with MS Office Suite, strong excel and database experience
