Administrative Associate

Arts for Healing and Justice Network (AHJN)


Position Overview:
Arts for Healing and Justice Network (AHJN) seeks a talented and professional Administrative Associate.
Duties will be diverse and multi-faceted, therefore excellent professional skills and a willingness to learn
are vital for this role. This position will interact with staff, contractors, supporters, partners in the field,
and young people in our programs. It will include working with the finance department, supporting the
management of deliverables for large contracts, working with AHJN members to ensure timely delivery
and accountability, providing on-site support as appropriate for trainings, member events, and
meetings. Being able to present AHJN’s mission and message, being able to interact inclusively with a
range of people, having good attention to detail, and the ability to stay on task will be essential.
This position may also include office management support, including facilities coordination, working
with organization’s insurance organizations, supporting the bookkeeping, and supporting organizational
evaluation work. It may also include writing support for curriculum development and AHJN materials.

Essential Duties and Responsibilities:
• Coordinate with Operations Manager to provide support for AHJN programs, including collecting
and coordinating deliverables for the Los Angeles County Department of Arts and Culture from
member organizations. This includes:
o Creating schedule of services
o Maintaining deliverables tracking document
o Updating the invoice master file
o Support the creation and maintenance of participant logs
o Support the creation of CBO Service forms for Community Sites (may eventually include
writing CBO reports)

o Manage and schedule LiveScan requests
o Submit and track provisional clearance requests from outside guests
• Support AHJN events/trainings, including:
o Sending event reminders, support creation of materials packets, day-of support
o Ordering catering, Booking and managing room
o Taking notes/minutes for meetings as requested (monthly Programs meeting, others

• Communications support, including:
o Website update and maintenance
o Support for communications materials as needed
o Uploading content online as needed
• General Administrative support
o Submit check requests
o Manage credit card transactions and receipts
o Support data entry
o Manage timecards and payroll deliverables to the bookkeeper
o Work with program heads to ensure timeline budget reporting
o Facilities support

Demonstrated Skills, Abilities and Competencies:
• Excellent writing and editing skills
• Strong time management and organizational skills
• Ability to communicate effectively and clearly
• Adept at computer/clerical skills (Word, Excel, PowerPoint, etc.)
• Web savvy (able to update/maintain website and support online communications)
• Conveys a demeanor that is professional yet approachable
• Prioritizes and plans work activities
• Demonstrates accuracy and thoroughness
Education and Experience:
• High School diploma preferred
• At least 2+ years of experience as an administrative assistant or related work, preferably in a
non-profit environment

Work Environment:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. The job requires employee to have dexterity in
using telephone, computer keyboard, mouse and calculator while seated at a desk. Must be able to
operate standard office equipment, such as computer, photocopier, etc. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.

To Apply:
Qualified individuals should submit their resume with a cover letter indicating “Administrative
Associate” in the subject line via email to Alyssa Coffey at [email protected] This position will
remain open until filled.

AHJN is an Equal Opportunity Employer. In addition, the organization will consider qualified applicants
with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

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