Administrative Assistant, Part-Time, Remote

Organizational Summary At the San Francisco AIDS Foundation (SFAF), we are driven by a vision of a future where health justice is a reality for all, particularly for those living with or at risk of HIV. We envision a world where race does not impact one's health and wellness, where the stigma around substance use is eradicated, where an HIV diagnosis does not limit one's quality of life, and where HIV transmission has been completely stopped. Our mission is dedicated to promoting health, wellness, and social justice for the communities most affected by HIV. We do this through offering sexual health and substance use services, advocating for those in need, and building strong partnerships. Our strategic plan is built upon five core values that guide our work and our team: Justice, Dignity, Courage, Leadership, and Excellence. We are in search of individuals who are passionate about making a difference, who are leaders in public health, and who are committed to the practice of racial justice. Join us in our fight to create a better future for all. Position Overview: The Administrative Assistant at the San Francisco AIDS Foundation involves a variety of critical tasks to support the SFAF Executive Leadership Team. This position requires managing credit card reconciliations for C-Suite members, processing vendor invoices and staff reimbursement requests, and effectively handling travel logistics for staff. The Administrative Assistant will also be responsible for accurate data entry and maintaining detailed records. This role demands strong attention to detail, excellent organizational skills, and the ability to collaborate with various departments to ensure smooth operations and compliance with company policies. Essential Duties: Manage credit card reconciliations for C-Suite members, including setting up and managing Expensify accounts, reviewing and reconciling transactions, and providing monthly reports. Process vendor invoices and staff reimbursement requests efficiently and accurately, ensuring timely payments and maintaining accurate records. Effectively manage travel logistics for designated staff, including arranging transportation and accommodation, coordinating travel itineraries, and providing support during travel. Complete data entry tasks with strong attention to detail, verifying accuracy, identifying and correcting errors, and ensuring data confidentiality. Other Responsibilities: Monitor spending to ensure compliance with company policies and budget constraints. Address any discrepancies or errors in credit card statements promptly and coordinate with C-Suite members to resolve issues. Prepare regular reports on the status of vendor invoices and reimbursement requests and conduct periodic reviews and audits. Assist with obtaining necessary travel documents, such as visas and passports, and negotiate with travel service providers to secure the best rates. Collaborate with other team members to improve data entry processes and review and validate source documents. Qualifications: Strong attention to detail and excellent organizational skills. Ability to manage multiple tasks and prioritize effectively. Proficiency in using office software and tools, including Microsoft Office Suite. Excellent communication and interpersonal skills. Ability to work independently and as part of a team. Supervision: N/A Physical Requirements: This role will be a maximum of 24 hours per week. Expected work days will be Tuesdays, Wednesdays, and Thursdays with flexibility based on specific circumstances. Ability to sit for extended periods while performing desk-based tasks. Frequent use of standard office equipment, including computers, telephones, and photocopiers. Ability to move around the office to access files, equipment, and attend meetings. Interaction with various departments and staff members. Adherence to company policies and procedures to ensure a safe and productive work environment. Education and Experience: High School diploma or equivalent preferred. Minimum of 2 years of previous experience in an administrative or support role, preferably in a corporate environment. Experience with credit card reconciliation, vendor invoice processing, and travel management is preferred. This position will have access to protected health information (PHI) and may only access, use or disclose the minimum information necessary to perform their designated role on behalf of San Francisco AIDS Foundation, regardless of the extent of access provided.

At the San Francisco AIDS Foundation (SFAF), we are driven by a vision of a future where health justice is a reality for all, particularly for those living with or at risk of HIV. We envision a world where race does not impact one's health and wellness, where the stigma around substance use is eradicated, where an HIV diagnosis does not limit one's quality of life, and where HIV transmission has been completely stopped.