Administrative Assistant for HR and STEP Program

Position Title: Administrative Assistant

Organization: Kai Ming, Inc. is a non-profit 501(c)(3) organization that provides free full-day full-year and full-day part-year Head Start and Early Head Start services to eligible children ages 0-5 years old in San Francisco, CA with funding from Office of Head Start, the California Department of Education, and San Francisco Department of Early Childhood.

Job: The Administrative Assistant’s primary role is to support the HR Director/STEP Program Director by ensuring the efficient coordination of administrative and management tasks for both the STEP Program and the HR Department. Serving as a liaison between teams and departments, this individual will assist the Director by managing data entry, record-keeping, reporting, scheduling, project monitoring, and maintaining relationships with partner agencies. The ideal candidate is a highly motivated professional with exceptional writing, communication, and organizational skills. They must be able to multitask effectively in a fast-paced environment with minimal supervision, while providing seamless support to the Director. Proficiency in Microsoft Office and strong time-management skills are essential. 

Report to: Director of Human Resources/STEP Program Director

Essential Duties: 

• Provide direct administrative support to the Director of Human Resources/STEP Program Director to ensure smooth departmental operations.
• Manage calendars, schedule meetings, arrange travels, and organize activities for the STEP program and HR department.
• Prepare meeting agendas, record detailed minutes and ensure timeline follow-ups. 
• Assist with program supply purchasing and process invoice submission. 
• Serve as a liaison between departments to promote effective communication and positive collaboration.
• Perform data entry, maintain good records, and track progress on key initiatives for the STEP Program and HR department. 
• Foster and maintain positive relationships with community partners.
• Track grants, and ensure compliance with funding requirements and deadlines.
• Type emails, letters, contracts, forms and compile various reports as needed.
• Coordinate and plan for events, teambuilding and activities.  
• Maintain positive relationships with external stakeholders and partners, facilitating deeper engagement.
• Travel as needed to meet with partner agencies or attend relevant events and meetings
• Handle confidential information with discretion and professionalism.
• Perform other duties as assigned.

Qualification and Skills:

• A Bachelor's degree in Business Administration, Social Sciences, Early Childhood Education, or a related field is preferred.
• A minimum of 2-3 years of administrative experience, with a strong preference for candidates who have worked in nonprofit organizations, social services, or the early childhood education field.
• Excellent communication skills, both virtually and in person, with a courteous and positive demeanor in all interactions.
• Strong organizational and interpersonal skills with an eye for detail. 
• Ability to analyze basic data sets and create professional presentation materials.
• Proficient in Microsoft Office Suite.

Other Requirements:

• TB Clearance every 2 years
• Physical exam every 2 years
• Valid immunization records (MMR, Tdap, Flu shot)
• Criminal Background Clearance (FBI, DOJ and Child Abuse Index)
• Sex Offender Registry Check Clearance
• Must adhere to the “Confidentiality Agreements”
• Adherence to the Child Abuse Reporting Mandate

• Adhere to the Kai Ming Code of Conduct and all other internal policies and procedures. 
• Accountable for the health, safety and supervision of all children and families. 

Equal Opportunity: Kai Ming provides equal employment opportunities for staff and candidates regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status, military status or disability in accordance with local, state and federal guidelines. We strongly encourage people from diverse backgrounds to apply. We are committed to creating a diverse and inclusive workforce.