Administrative Coordinator Union Square Alliance

Position Summary: Administrative Coordinator

The Administrative Coordinator serves as the operational backbone of the District Works Union Square Alliance (USqA) program, providing administrative and operational support that enables leadership and community teams to deliver exceptional service throughout one of San Francisco's premier commercial districts.

Reporting to the Program Directors, this position coordinates office operations, communications, meetings, documentation, recruitment, onboarding, payroll support, and administrative systems. The Administrative Coordinator works closely with Program Directors, Coordinators, Place Managers, Recruitment, People Operations, Finance, and Union Square Alliance representatives to keep operations organized, responsive, and efficient.

This role requires exceptional organization, sound judgment, confidentiality, initiative, and a commitment to District Works' Radical Hospitality philosophy.

Key Responsibilities

ADMINISTRATIVE OPERATIONS

• Coordinate daily office operations, administrative workflows, and document management.
• Manage calendars, correspondence, records, filing systems, and office resources.
• Maintain office supplies, equipment, uniforms, and technology.
• Coordinate office calendars, deadlines, meetings, and special events.
• Recommend process improvements that increase efficiency and organization.

EXECUTIVE & LEADERSHIP SUPPORT

• Provide administrative support to the Senior Program Director, Program Director, and Program Coordinators and the leadership team.
• Coordinate meetings, travel, schedules, and logistics.
• Prepare agendas, reports, presentations, and correspondence.

MEETING & GOVERNANCE SUPPORT

• Coordinate leadership, client, and stakeholder meetings.
• Prepare agendas, meeting materials, minutes, and action-item tracking.
• Support compliance with applicable meeting requirements, including the Ralph M. Brown Act and the San Francisco Sunshine Ordinance.
• Coordinate meeting logistics, room reservations, and virtual platforms.

PROGRAM OPERATIONS SUPPORT

• Support daily program operations through scheduling, onboarding, deployment materials, uniforms, radios, and office logistics.
• Prepare reports and dashboards supporting program performance.
• Assist with special events and operational initiatives.

RECRUITMENT, PAYROLL & PEOPLE OPERATIONS SUPPORT

• Coordinate interviews, onboarding, and orientation logistics.
• Support Recruitment and People Operations when needed.
• Review timecards and assist with payroll administration.
• Maintain confidential personnel records and attendance documentation.

FINANCIAL & ADMINISTRATIVE SUPPORT

• Process invoices, purchase requests, expense reports, and vendor documentation.
• Assist with purchasing, budget tracking, and financial recordkeeping.
• Support client billing documentation and operational accountability.

CLIENT & COMMUNITY SUPPORT

• Serve as the primary administrative point of contact for employees, clients, merchants, vendors, visitors, and community partners.
• Respond professionally to phone, email, and in-person inquiries.
• Coordinate communications and support community meetings and client events.
• Deliver every interaction with professionalism and Radical Hospitality.

CONTINUOUS IMPROVEMENT

• Support new technologies, workflows, and administrative systems.
• Cross-train with administrative staff to ensure continuity of operations.
• Participate in professional development and perform additional duties as assigned.

MINIMUM QUALIFICATIONS 

• Associate degree in Business Administration, Human Resources, Office Administration, Communications, or a related field, or an equivalent combination of education and experience.
• Three (3) or more years of progressively responsible administrative, executive support, or program coordination experience.
• Experience supporting multiple leaders in a fast-paced environment.
• Experience coordinating calendars, meetings, travel, records management, and confidential documentation.
• Strong organizational, customer service, and time management skills.
• Excellent communication skills, both written and verbal.
• Proficiency with Google Workspace, Microsoft Office, Adobe Acrobat, and virtual meeting platforms.
• Experience with HRIS, payroll, or Applicant Tracking Systems (Paylocity or similar preferred).
• Ability to maintain confidentiality, exercise sound judgment, and manage competing priorities.
• Ability to work independently and collaboratively.
• Ability to lift up to 25 pounds with or without reasonable accommodation.

PREFERRED QUALIFICATIONS  

• Bachelor's degree in Business Administration, Public Administration, Human Resources, or a related field.
• Experience supporting executive leadership in a nonprofit, Business Improvement District (BID), Community Benefit District (CBD), hospitality, municipal, or public service organization.
• Experience coordinating Board or committee meetings.
• Familiarity with the Ralph M. Brown Act and the San Francisco Sunshine Ordinance.
• Experience with purchasing, project coordination, or event planning.
• Advanced proficiency with Google Workspace, reporting dashboards, and document management systems.
• Familiarity with AI productivity tools such as Gemini, ChatGPT, or Microsoft Copilot.
• Bilingual English/Spanish or another language commonly spoken in the Bay Area is preferred.

Compensation & Benefits

• $27.00–$29.00 per hour, commensurate with experience and qualifications.
• Performance-based bonus eligibility
• Health, dental, and mental wellness benefits for employees and dependents (contingent on eligibility and company policy)
• 401(k) plan with employer match
• Paid vacation and sick time

How to Apply

Applications are accepted only through our website: https://districtworks.city/careers

To be considered, you must submit:

• A professional resume in PDF format 
• A cover letter describing your leadership philosophy, interest in District Works, and why you are uniquely qualified to lead the Union Square Alliance contract.
• A complete online application with at least 3 prior employers and all contact information

No walk-ins, phone calls, or unsolicited outreach. All communication will be via email only.