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Administrative Director

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Posted: 01/20/2014

Oakland Heritage Alliance

Administrative Director
Professional Opportunity
Oakland, CA
$20-$24 per hour

The Board of Directors of the Oakland Heritage Alliance (OHA) seeks a part-time Administrative Director to provide office support and assist with growing the organization, including helping to increase membership and expand outreach. The ideal candidate will have strong organization and communication skills, and non-profit administration experience.  Demonstrated interest or knowledge historical preservation is encouraged. This position reports to the President of the Board of Directors. As the only paid staff person in the organization, the Administrative Director must be able to work independently. For the right candidate, there is the possibility of added leadership responsibilities and promotion.

Follow this link for more information about Oakland Heritage Alliance, visit www.oaklandheritage.org.

Schedule: This is a part-time position of 24 hours per week. The exact office hours are negotiable and would be scheduled during normal business hours. However, occasional evening and weekend work is required attendance at the Board of Directors meetings, held on Tuesday evenings once per month, is required.

Compensation: Hourly position, pay range from $20-24 per hour, depending on experience. Pro-rated (based on part-time schedule) holiday pay, sick, and vacation leave. No other benefits.

Location: Our small but pleasant sunlit office is located in downtown Oakland, within one block of BART and bus lines.

Summary of Responsibilities:

·         Provide administrative support for OHA special events, programs, and fundraisers 

  • Manage the operation of the OHA office, including: phones; mail; emails; website updates; weekly eNews distribution; maintaining office supplies and equipment; manage physical office space 
  • Work with Board to expand the membership base; prepare and mail membership renewals on a quarterly basis; mail thank you letters upon receipt of dues/donations 
  • Provide administrative support to OHAs Board of Directors and support the monthly board meetings: prepare Administrative report, prepare agenda, take minutes, etc.
  • Maintain central files and records per retention requirements; coordinate improvements to OHAs archive, including working with volunteers to index and organize the files
  • Make bank deposits and manage financial records as needed
  • Maintain and update database with membership, donor, volunteer, and other information
  • Provide support to newsletter editor
  • Administer volunteer recruitment and coordination
  • Send press releases to media, city and neighborhood organizations
  • Coordinate venues for events; prepare materials for events as needed (sign-in sheets, signs, sales info, etc.); serve as central information point for events (RSVPs, etc)
  • Coordinate sales and distribution of publications sponsored by or available through OHA, including Oakland, The Story of a City books 

Required Experience/Skills: Please do not submit an application unless you meet these requirements.

·         A Bachelors degree and a minimum three years of office experience

  • Excellent verbal and written communications skills
  • Proficiency with common software applications (Office programs such as Word, Excel, PowerPoint, Outlook, etc.)
  • Experience with database administration (any program) and ability to learn new database programs
  • Ability to use technology and troubleshoot issues with computer, scanner, phones, copier, printer, etc
  • Experience with website management, or ability to learn
  • Strong organizational skills and ability to work independently
  • Experience with file organization
  • Ability to lift and move up to 35 lbs

Desirable Experience/Skills: You are welcome to apply even if you do not possess this experience, but candidates who meet one or more of the criteria listed below are preferred.

  • Experience in nonprofit administration, including working with a Board of Directors
  • Demonstrated interest in historic preservation or related field
  • Experience with volunteer recruitment, coordination, and retention
  • Experience with fundraising, grant writing, and/or membership expansion
  • Experience with outreach, including knowledge of PR strategies and social networking; familiarity with festivals and events in Oakland where outreach might be directed
  • Experience with any or all of the following: web design/html/ftp/WordPress, Constant Contact, and/or Eventbrite
  • Training and/or professional experience in archive management
  • California drivers license and access to car
  • Experience with simple bookkeeping and Quickbooks (we currently have an accountant, so this is not a requirement, but let us know if you have this experience)


OPen until

How to apply
To Apply: Please send cover letter, resume, and a list of three professional references to: Oakland Heritage Alliance, 446 17th Street, Suite 301, Oakland, CA 94612 OR email to: info@oaklandheritage.org with “AD Application – Your Full Name” in the subject line (without quotes). Application deadline: 5pm on Friday, February 21st Target start date: April 1st or earlier
Alison Finlay
Phone: 5107639218
446 17th Street #301
Oakland, CA 94612

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