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Palo Alto Office Administrator or Office Manager

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Who We Are

The Learning Policy Institute (LPI) is a national organization that conducts and communicates independent, high-quality research to shape education policies and improve learning for each and every child. Nonprofit and nonpartisan, LPI connects policymakers at the local, state, and federal levels with the evidence, ideas, and actions needed to strengthen the pre-k to grade 12 education system and address the complex realities facing public schools and their communities. Working with policymakers, researchers, educators, community groups, and others who care about improving public schools, the Institute advances evidence-based policies that support empowering and equitable learning for all children.

The Position

LPI seeks a full-time Palo Alto Office Administrator or Office Manager to join its team of research, policy, communication, and operations staff in advancing the organization’s mission to make education equitable for all children. Reporting directly to the Chief Financial and Administrative Officer and working closely with the Manager of Office Operations, the Office Administrator/Manager’s primary responsibility is to oversee the day-to-day operations and administration of the Palo Alto office and to support cross-office administrative and operation collaboration, hiring and onboarding, event planning, and organization leadership as needed. This role will be required to be in the office up to two days per week.

Major Responsibilities

Office Administration:

  • Support and lead organization-wide administrative/operation needs and projects and serve as administrative point person for PA staff.
  • Manage FinOps Notion page, Asana, and Egencia.
  • Serve as backup for IT office issues and troubleshoot office applications.
  • Oversee publications inventory management.
  • Serve as the primary contact for property management and vendors.
  • Support PA office bi-weekly check-in meetings.
  • Create and maintain files and filing systems.
  • Assist with tracking and processing honorariums and staff event travel reimbursements.
  • Order, track, and maintain office supplies.
  • Maintain the office common areas.
  • Handle incoming and outgoing mail.
  • Set up staff member offices and coordinate office assignments.
  • Answer main phone for office and direct calls.

Human Resources:

  • Manage PA office new hire orientation and onboarding process.
  • Support HR Generalist with hiring and benefits administration (interview scheduling, phone screening, etc.).
  • Train new staff on software applications, equipment, office-related policies, and be point person for questions.
  • Maintain confidential files.
  • Support other HR duties/projects as assigned.

Event Coordination:

Internal meetings

  • Schedule and set up conference rooms.
  • Order meals/catering.
  • Maintain and set up equipment.
  • Record meeting minutes.
  • Schedule and set up conference calls.
  • Order and organize materials.
  • Support planning for LPI events (Staff retreat, staff meetings, board meetings, etc.).

External meetings

  • Source and select venues.
  • Conduct site visits.
  • Create and maintain budgets.
  • Coordinate and arrange event logistics (collect registrations, on-site event support, etc.).
  • Coordinate travel arrangements for LPI guests, presenters, and board members, including reimbursement requests.
  • Oversee material requirements for events (folders, publications, flash drives, etc.).

Other duties as assigned.

Qualifications and Experience

  • Bachelor's degree preferred or at least 5 years of relevant experience.
  • Excellent verbal and written communication skills, interpersonal skills, organizational skills, and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Knowledge of hardware, software, and applications in an office setting. Applications include Zoom, Egencia, Asana, Expensify, MS Office, Dropbox, Ring Central, Notion, and Enlist.
  • Ability to manage external vendors.
  • Must be authorized to work in the United States for any employer.

Dispositions

  • Passion for ensuring that all children receive empowering and equitable learning, especially historically underserved students.
  • Self-starter mentality and the ability to both work independently and foster collaborative working relationships, and to work well in a team setting.
  • A demonstrated commitment to excellence and equity.
  • Ability to execute and exhibit good judgment.
  • An optimistic outlook and a flexible, innovative nature.

Compensation

Salary commensurate with experience, education, and expertise. Range is $65,000 to $85,000.

To Apply

Please submit a cover letter, resume, and three professional references here. Candidates invited to continue through the interview process will be asked to complete a job-related task/performance assessment at that time. 

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The Learning Policy Institute has a deep commitment to its staff’s health and well-being and strives to embody the organization’s values within the organizational structure. LPI offers competitive compensation and benefits; prioritizes and provides financial support for professional development; supports diversity, equity, and inclusion work; and values a collaborative culture. LPI is an equal opportunity employer. Candidates of all backgrounds are encouraged to apply. Candidates must be up to date on COVID-19 vaccinations in order to work onsite in the office.