Scope of Work: Administrative Support Services
Organization:Â San Francisco Section, American Society of Civil Engineers (ASCE)
Entity Type:Â 501(c)(3) Non-Profit
Estimated Time Commitment:Â ~8 hours per month
Objective
The San Francisco Section of ASCE seeks a dependable and organized Administrator to assist Section Officers with the timely execution of their duties. The Administrator will focus on supporting board meeting logistics and providing critical onsite support for the annual awards banquet and officer installation ceremony, which typically occurs in September of each year. Duties are anticipated to expand with time as needed.
The SF Section consists of 5 Branches, Younger Member Groups, and Institutes. We have around 5,500 members, with about 300 of them active in activities within the Section.Â
Learn more about San Francisco Section here: https://sf.r9-asce.org/section/about-us/
Key Responsibilities
Board Meeting Support (Monthly)
- Support scheduling of monthly Section Board Meetings in consultation with Section Officers.
- Ensure calendar invitations and Zoom/meeting links are distributed to all board members and key participants.
- Follow up with Section Secretary to ensure that the meeting agenda and previous meeting minutes are distributed at least one week (preferably two weeks) prior to each meeting.
- Attend monthly board meetings.
General Administrative Support
- Support Section Officers in administrative tasks related to governance and program coordination as assigned (e.g., contact lists, document sharing).
- Help ensure board documents (e.g., agendas, minutes, reports) are saved to the SF Section Google Shared Drive.
Annual Awards Banquet and Officer Installation (Once Annually)
- Coordinate with the event committee on banquet logistics.
- Provide onsite support including:
- Event setup and coordination with venue staff
- Registration table management and attendee check-in
- Assistance with program flow and speaker support
- Troubleshooting as needed to ensure smooth execution
Deliverables
- Monthly: Attend Board Meeting
- Annually: Onsite administrative support for awards banquet
- As Needed: Task support for Section Officers
Qualifications
- Strong organizational and communication skills.
- Ability to work independently and meet deadlines.
- Familiarity with meeting coordination and event logistics.
- Prior experience with non-profit or professional organizations is a plus.
Engagement Type
- Independent contractor (1099)
- Remote work with occasional onsite event attendance (e.g., Annual Banquet)
Compensation
- Hourly rate to be negotiated based on experience and scope
- Estimated time commitment:
- Average Monthly:~8 hours
- Banquet (Annually):~40 hours
Required Submission Items:
- Cover letter
- Resume
- Rate Sheet
- References (optional, but preferred)
