Consultant and Business Operations Support - part-time, 20-30 hours/week, hybrid 

Capacity Building Partnerships consultants work with nonprofit, government, labor, and for-profit companies providing a range of organizational development services, such as DEIJ organizational transformation, leadership development, and strategic planning. 

Our values are of upmost importance and influence how we work together and make decisions:

• Respect for each other and our clients in our day-to-day interactions.
• Integrity will guide us in the advice we provide our clients and direct us in how we use the information we receive from our clients.
• Confidentiality builds the trust necessary in how clients implement the information they get from us in building their future.
• Accountability to the work and the people we serve is first and foremost.
• Responsiveness to each other, our clients, and community will lead to strong relationships.
• We aspire to provide high quality, culturally appropriate, services to all our clients. This includes interacting with clients and one another with cross cultural approaches that are thoughtful and respectful.
• Cooperation and partnership will be the basis of how we work with each other, our partners, and our clients.
• Compassion for what we do and who we serve is a standard that we will hold each other to.
• Adaptability and flexibility will be needed in an environment that is fast paced and ever changing.
• Inclusive and welcoming environment with the intent to understand partners in order to better serve our community.

Job Description
Capacity Building Partnerships is seeking an experienced office administrator to provide part-time Consultant and Business Operations Support. This new position will be a crucial member of our team providing administrative support to consultants, office and business and systems support, representing our organization with clients and partners, and providing foundational support integral to our success.
 
Hours - Hybrid: some in office hours required
20-30 hours/week, flexible between 9-5 pm M-F based on need and availability. Some regular in-office hours required. Working offsite optional. If working remotely, reliable, secure internet and computer access is required.

Compensation & Benefits 
​$23/hour, non-exempt, vacation and holiday paid time off, paid sick leave, and monthly health benefit stipend.

To Apply
Please email resume and cover letter by April 14, 11:59 pm PST to: terem@capacitypartnerships.com. We will review applications received on April 15. This position is open until filled. 

Specific Job Duties

60% Consultant Support (10-16 hours/week): 

• Client communication:
  • customer services, answering client inquires, ensure client satisfaction and prompt response.
  • schedule project meetings, coaching sessions, and trainings, coordinate group scheduling using online polling such as Doodle Poll.
• Project Management Support:
  • regular project review meetings with consultants.
  • track client projects to ensure deadlines are met.
  • as needed notetaking and next steps summary reports.
  • assist consultant with overall capacity management.
• Document preparation:
  • Support drafting of proposals ensuring consistency across the organization.
  • Format and create training packets, transcribe notes, PowerPoint slide decks, create online surveys, and assist in analysis.
  • Ensure format of materials aligns with organization standards and templates.
  • Taking notes, and/or transcribing meeting notes.
• Invoicing:
  • Regularly maintain, update, enter and set up client projects in online software.
  • Ensure consultants enter time and expenses by billing schedule deadlines.
  • Prepare invoice drafts and review with consultant.
• Data entry and upkeep:
  • Work with consultants to enter and maintain accurate data on opportunities and projects.
  • Ensure and manage proper data entry and use of database by consultants.
  • Respond to external requests for services and track prospects in database.
  • Support database protocol, updates, and documentation.

10% Reference Materials and Information Management (estimated at 4-6 hours/week)

• Work with consultants to develop overall strategy for Reference Materials and Information Management that meets organizational needs which may include:
  • Research systems and technical expert support for information management system software.
  • Develop and document naming protocols for Reference materials.
  • Manage the proper use of the system through ensuring organizational understanding and compliance.
  • Populating the system with current materials on file and developing strategies that work with the SharePoint file management system.

 
10% Office Management & Other Internal Projects (estimated at 4-6 hours/week)

• Attend organizational staff meetings as needed.
• In coordination with Administrative Manager assist in maintaining a clean and safe working environment including meeting room maintenance and readiness for meetings, office equipment maintenance and repairs, and consultant and office supply inventory.

• Support scheduling staff and internal meetings and logistics.
• General database maintenance and updates; including assisting with Eventbrite or other marketing data transfers.
• Assist, collaborate with and/or lead ad hoc projects as needed.
• Assist in updating, creating, and documenting organizational policies and procedures. 

Skills and Experience

Required Skills and Experience

• Three+ years office/administrative experience
• Excellent computer skills
• Scheduling and Client/customer service values and experience
• Strong Microsoft Office skills with all Office applications
• Comfortable with technology and resourceful at finding technology solutions
• Experience with SharePoint/Office 365
• Ability to organize, multi-task, and manage multiple priorities
• Excellent written and verbal communication skills
• Experience with Invoicing/billing processes
• Accuracy, attention to detail and quality-focused​

• Strong organizational, project management and problem-solving skills
• Ability to work independently and as part of a team
• Experience with online platforms such as data entry, time and billing systems, Zoom, Survey Monkey, Doodle Poll, and Google Drive, Eventbrite, Mailchimp, or other email marketing etc.

​Desired skills and experience (optional)

• Project management assistance
• Bi-lingual Spanish
• Social Media Marketing