Administrative Management Analyst

Job Announcement

Sacred Heart Community Service, located in San José, CA is looking for a multifaceted Administrative Management Analyst to support and liaise between finance, administration, and programs that stabilize and engage low-income individuals and families. The person in this position must be highly organized and possess superior data analysis and communication skills, and the ability to work flexibly, collaboratively, and creatively. The ideal candidate must be equally committed to our vision of a community united to ensure every child and adult is free from poverty, an approach of driving policy change through transformational leadership development, and teaching and living an anti-racism and anti-oppression worldview. For over 58 years, SHCS has been one of the leading institutions addressing poverty in Santa Clara County through a strategy that combines addressing the consequences of poverty through impactful programs while building power with people to push for systemic change.

Position Summary

The Administrative Management Analyst provides leadership in SHCS’ efforts to develop, administer, and make seamless the protocols, financial management and operating systems, and communications between Sacred Heart’s administrative, resource development, and program divisions. The Analyst spearheads efforts to ensure contract compliance, budget development, and reporting. The position reconciles and analyzes data from multiple databases and conducts and oversees quality control and compliance procedures in support of Sacred Heart’s Deputy Director and Associate Director.

Responsibilities & Duties

Data, Analysis, and Quality Improvement (55-65%)

●        Provides analysis, evaluation, and support for the development and implementation of management systems, structures, and policies.

●        Supports the development, reporting, and analysis of organizational goals, outcomes, and performance metrics in alignment with SHCS’ Strategic Plan and funding contracts.

●        Facilitates tracking of financial data to support contract compliance, reporting across multiple funding sources.

●        Gathers and analyzes data, conducts policy analysis, and shares results with organizational stakeholders, partners, and funders.

●        Supports continuous learning, evaluation, and improvement within the Administration and Senior Management teams.

●        Works with team members to streamline and complete data collection, reporting, and analysis and complete required grant reporting.

●        Develops and runs database reports in SHCS data and fiscal management systems to track progress and outcomes.

●        Conducts quarterly quality control audits for funding sources as needed to inform process improvements and management decisions.

●        Coordinates continuous improvement of organizational policies and procedures, including stakeholder input and training.

Management (30-35%)

●        Oversees interdepartmental communication and feedback processes.

●        Spearheads the development, implementation, and continuous improvement of budget process and financial reporting to programs.

●        Leads development, monitoring, and reporting of Community Services Block Grant (CSBG) including contract development, budget oversight, performance tracking, and communications with the State of California.

●        Performs a variety of highly specialized and confidential administrative support duties and coordinates the flow of information among work teams and may distribute work to other staff.

●        Supports tracking and implementation of CSBG Organizational Standards.

●        Supports the direct implementation of administrative policies and procedures as needed.

●        Provides staffing support and scheduling for executive management meetings.

Organizational Leadership (15-25%)

●        Executes management staff development plan around contract compliance and sound resource allocations in collaboration with Deputy Directors.

●        Collaborates with partner agencies to provide training for staff on subcontract compliance as needed.

●        Supports the planning and implementation of organization-wide programs, events, trainings, retreats, and outreach efforts.

●        Attends staff meetings, retreats, and other team and agency events.

●        Performs other duties as assigned.

Required Qualifications and Experience

●        Strong commitment to our vision of uniting our community to ensure that every child and adult is free from poverty.

●        Combined two or more years of experience or education in the following areas:

○        Data tracking, analysis, and/or program evaluation.

○        Nonprofit or similar administrative work, including administering grants or contracts.

○        Direct service work related to anti-poverty efforts, affordable housing, and/or homelessness.

●        Bachelor’s degree in human services, social science, public health or related field or equivalent work experience.

●        Computer literacy with proficiency in MS Word, Power Point, Google Suite, and email communication.

●        Advanced proficiency with MS Excel and client database systems, such as Salesforce and financial accounting systems such as Deltek Costpoint.

●        Ability to work with diverse community and organizational groups with competing priorities.

●        Experience providing strength-based case management, supportive services, and linkages to community resources through a cultural humility framework.

●        Ability to thrive and stay highly organized in a flexible, fast-paced environment, while maintaining a positive, solution-oriented approach.

●        Ability to work collaboratively in a team environment and to work independently with limited supervision when necessary.

●        Strong communication skills, including the ability to deliver difficult messages with compassion and to communicate respectfully with individuals in stressful situations.

●        Strong written, verbal, and presentation skills.

●        Sensitivity to issues surrounding households experiencing homelessness, substance use, mental illness, or disabilities.

●        The position requires computer use up to 6-8 hours per day.

●        Must complete a DMV and criminal background check.

●        Proof of fully updated COVID-19 Vaccination.

Preferred

●        Master’s degree in social science, human services, public health, or a related field or equivalent experience.

●        Bilingual/biliterate in Spanish, Vietnamese, Mandarin, or Cantonese.

Position is exempt, full-time and reports to the Deputy Director. The position also works closely with the Associate Director.

Compensation

The salary is commensurate with experience within the range of $72,000 - $78,000.

Excellent benefits include fully paid medical insurance for employees and majority paid medical insurance for qualified dependents, dental insurance, vision insurance, 12 paid holidays, 10 paid sick days per year, paid vacation starting at 10 days per year, additional wellness benefits, basic life and long-term disability insurance, professional development and more.

Sacred Heart Community Service is proud to be an Equal Opportunity workplace and an Affirmative Action Employer. SHCS is committed to building a team of people of diverse ethnic, cultural, and experiential backgrounds. We especially encourage members of historically underrepresented and marginalized communities, people of color, women, people living with disabilities, veterans, and LGBTQ+ people to apply. It is the policy of Sacred Heart Community Service to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, ethnicity, ancestry, religion, age, sex, gender, sexual orientation, gender identity/expression, pregnancy, medical condition or genetic information, veteran status, national origin, disability, marital or other protected status.  SHCS will conform to the spirit, as well as the letter of all applicable laws and regulations.

Rev.09.15.2022