careers

 

Office Administrator

Position Title: Office Administrator

Reports to: Executive Director

Employment Type: Full-time, Non-Exempt

Location: San Francisco, CA Monday - Friday from 9 am to 5 pm (On site)

About the Organization

The African Advocacy Network (AAN) provides legal, social, and educational services to African and Afro-descendant immigrants, refugees, and asylum seekers in the San Francisco Bay Area. We promote empowerment, justice, and inclusion through community education, direct services, and advocacy.

Position Summary

The office administrator ensures the smooth daily functioning of the African Advocacy Network by managing front-desk reception, communications, scheduling, records, and general office operations. This role supports staff, clients, programs, and leadership while maintaining a welcoming, culturally respectful environment for the diverse immigrant community AAN serves.

Key Responsibilities

Front Desk & Communications

  • Serve as the face of AAN, greeting and assisting visitors and callers.

  • Manage incoming phone calls, emails, and mail; route messages appropriately.

  • Maintain discretion with confidential and sensitive information.

  • Support internal staff communication and updates.

Scheduling & Events

  • Schedule client appointments, staff meetings, and organizational calendars.

  • Coordinate travel, reservations, and logistics for events, workshops, and trainings.

  • Assist with preparing materials, including flyers, forms, and outreach documents.

Office Operations

  • Receive and distribute mail and deliveries.

  • Coordinate office maintenance, supplies, equipment, and technology needs.

  • Act as the primary contact for building management.

  • Maintain organizational policies, procedures, and office manuals.

  • Coordinate with outside vendors for services and repairs.

Records & Data Management

  • Organize and maintain digital and paper files.

  • Support compliance documentation and record keeping for insurance, licenses, and contracts.

  • Maintain accurate contact lists and program databases.

Finance & HR Support

  • Assist the finance consultant and bookkeeper with collecting receipts, invoices, timesheets, and basic bookkeeping tasks.

  • Process staff reimbursements, check requests, and earned income tracking.

  • Process bi-weekly payroll through ADP.

  • Support hiring, onboarding, benefits enrollment, and HR compliance tasks through ADP.

Executive & Board Support

  • Provide administrative support to the Executive Director and senior team.

  • Assist with scheduling, correspondence, and preparation of reports and board materials.

Minimum Qualifications

  • 1–2 years of administrative, office, or customer service experience

  • Strong organizational and multitasking skills

  • Excellent verbal and written communication

  • Comfort working with diverse communities; cultural humility

  • Proficiency with email, calendars, Microsoft Office/Google Workspace

  • Ability to maintain confidentiality and handle sensitive information

Preferred Qualifications

  • Experience in a nonprofit, legal services, or community-based setting

  • Basic bookkeeping or finance support experience

  • Experience with HR systems or payroll software (e.g., ADP)

  • Bilingual or multilingual skills (especially Amharic, French, Haitian Creole, Spanish, Tigrinya) are a plus but not required.

Salary & Benefits

Salary range: $52,000–$65,000 annually, depending on experience.

Benefits include: health, dental, vision, paid holidays, paid sick leave, and vacation; professional development opportunities.

How to Apply

Submit your resume and a brief cover letter to Mouneissa Wangara at mwangara@aansf.org with the subject line: Office Administrator Application — (Your Name).

Equal Opportunity Employer

AAN is an equal opportunity employer committed to equity and inclusion. We strongly encourage Black immigrants, people of color, women, and community members with lived immigrant experience to apply.

Job Type: Full-time

Pay: $52,000.00 - $65,000.00 per year

Benefits:

  • Dental insurance

  • Health insurance

  • Paid time off

  • Vision insurance

Education:

  • Associate (Required)

Experience:

  • Administrative: 2 years (Required)

Work Location: In person

AAN is an affirmative action employer.

Apply now