Legal-Policy Administrative Coordinator (San Francisco, Sacramento, or Fresno)

The Opportunity

The ACLU of Northern California (ACLU NorCal) seeks an Administrative Coordinator for the San Francisco, Sacramento, or Fresno offices. 

 The Approach

Our work is guided by the principles of freedom, equality, and justice enumerated in the Constitution. However, we know that because of historic and systemic racism and other forms of oppression, these principles are not equitably applied to all. In an ideal world, everyone would have equal access to justice and equal protection under the law. Unfortunately, neither our world nor our country is ideal. Our work involves hard subject matters that can be emotionally draining for some people. Ideal candidates will understand that as a mission driven organization; we strive to make the world a better place knowing that the road is long and hard. At the same time, we understand the importance of self-care, and do our best to reflect that in our practices and values.

The Position

The Administrative Coordinator will carry out a range of administrative duties to ensure that the day-to-day operation of the Legal-Policy Department is smooth and organized.  The work of the Administrative Coordinator includes providing support and coordination for the Legal-Policy Internship Program and Legal Committee, as well as advocacy and campaign projects.  The Administrative Coordinator will also provide direct administrative support to the Legal Director and assist with invoice and reimbursements processes for the Department and across the Organization.  The Administrative Coordinator will report to the Department Managing Attorney.

About the Organization

The ACLU of Northern California is an affiliate of the American Civil Liberties Union, a nationwide, non-profit, non-partisan organization dedicated to the defense and expansion of civil liberties and civil rights. The ACLU of Northern California (ACLU NorCal) is comprised of two distinct corporations, the ACLU Foundation of Northern California (the “Foundation”, a 501c3) and the ACLU of Northern California (the “Union”, a 501c4). The incumbent is a joint employee of both corporations. For most of the last century, ACLU Nor Cal has been part of many of the most major – and sometimes controversial – struggles for civil liberties and civil rights in our state.

Our mission is to ensure that Constitutional rights don’t just exist on paper but are protected in practice. As we move into a new era, we face dangerous policies that threaten our civil rights and civil liberties, we must use our decades of experience in impact litigation, legislative advocacy, and fearless organizing to fight these policies and protect our most cherished rights and freedoms. At the same time, ACLU NorCal is committed to advancing proactive and positive change to transform laws and institutions to advance our values. We are committed to fostering an anti-racist work culture and to anti-racist principles and learning.

Duties & Responsibilities

Coordinate and Support the Legal-Policy Internship Program, including:

• Coordinate logistics for internship program recruitment, hiring, and orientation.
• Manage the onboarding and offboarding processes for incoming and departing intern cohorts.
• Coordinate the day-to-day operations (including programming and events) related to the internship program.
• Research and implement evaluation and feedback mechanisms for internship program.
• Manage and enhance the Intern Alumni Network; and
• Collaborate with other affiliates to build a robust and diverse internship program.

Coordinate and Support the Department’s Legal Committee, including:

• Schedule and calendar Legal Committee meetings.
• Provide logistical support for virtual and in-person Legal Committee meetings and presentations.
• Track litigation proposals, maintain member information, conflicts, and attendance record.
• Create disposition of meeting outcomes on tracking software; and
• Update Legal Committee protocols and procedures and advise Legal Director and Committee Chair on member attendance, participation, and term expiration.

Provide Administrative Support and Coordination for Department Operations, including: 

• Coordinate logistics for Professional Staff team meetings, Department meetings and brainstorm sessions, Department retreats, and other Department and Program events as they arise;
• Provide administrative support to Legal Director, including expense report processing;
• Process credit card statements, invoices and expenses, reimbursements, and contracts for Department and Organization-wide services and expenses;
• Provide support and coordination for programmatic advocacy and campaign projects;
• Organize and prepare for meetings, events, presentations and reports including calendaring and scheduling, monitoring communications, visitor registration, technology set-up, material preparation, note-taking, catering, and travel arrangements;
• Coordinate and conduct onboarding and offboarding tasks for new staff;
• Serve as Department supplies purchaser and maintain office supply room; and
• Maintain Department files and systems and manage other administrative projects as they arise.

Manage and Maintain Legal-Policy Department Accounts and Systems, including:

• Manage and renew law library and news-media subscriptions for the Department, organize and maintain the subscription credentials, and track and update pertinent subscription information, as needed;
• Coordinate the Department archiving process, including interfacing with vendors on categorizing and preparing closed case files to be archived, and other duties as needed; and
• Maintain and update Department protocols and procedures, Department email listservs, other technology and vendor accounts.

Attend Meetings:

• Attend and participate in Department and Organizational meetings; help to set a collaborative, inclusive culture for ACLU of Northern California.

 Qualifications:

 Education / Experience:

• Associate degree in a relevant field. 3 years of administrative support experience in a dynamic and fast-paced office environment with relevant experience.

Required Skills / Competencies:

• Strong project and time management skills, including demonstrated capacity to prioritize and manage multiple competing projects and complete assignments under deadlines;
• High level of organization, attention to detail, and follow-through;
• Excellent judgment, dependable, punctual, and able to maintain a high level of confidentiality;
• Demonstrated experience and effectiveness in implementing and coordinating logistics, travel arrangements, meetings, events, and trainings;
• Strong verbal and written communication skills, including excellent interpersonal skills; and
• Solutions-oriented approach, including the ability to work independently and on a team, and demonstrated willingness to take initiative while juggling several priorities.

Preferred Skills / Competencies:

• Experience and interest in the legal, policy, or advocacy field, especially civil liberties, civil rights or other public interest advocacy work.
• Bachelor’s degree in relevant field.

Technical Skills:

Advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, Adobe Acrobat, and other Office programs, including facility with mail merge, spreadsheets, tables, charts, and databases or case management software.

 Total Compensation

 We are committed to creating and maintaining a diverse workforce through equity initiatives, which includes equitable pay practices. Competitive compensation is commensurate with experience. Starting salary range for this position is $76,894 - $93,042 annually.

We understand how vital our work is and at the same time understand the toll engaged activism can take. Our goal is to retain staff and we believe that having a robust benefit offering is vital in meeting that goal. Our benefits include four weeks paid vacation in addition to 14 office holidays; fully employer-paid medical, vision and dental insurance for staff members, their dependents and spouse or domestic partner; life and long-term disability insurance; and 401(k) plan with employer match. We have a robust Employee Assistance Program and emerging Employee Resource Groups.

This position is represented by IFTPE Local 20.

To Apply

Applications will be accepted until the position has been filled. We encourage you to apply as soon as possible as we will be evaluating applications on a rolling basis.  Applications must include (1) resume and (2) a cover letter. Please submit your application online at https://job-boards.greenhouse.io/aclunc/jobs/7629485002

The ACLU NorCal is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please e-mail mbonilla-recruiting@aclunc.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process. 

The ACLU of Northern California advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, and any other basis prohibited by law. The organization also provides reasonable accommodations for qualified applicants and employees with disabilities. This equal employment opportunity policy applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this policy, the ACLU NorCal strives to establish and maintain an equitable and accessible work environment that is free from discrimination and supportive of a workforce that reflects the rich diversity of our communities and the people we serve.  ACLU NorCal will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).