Administrative Assistant for Network Support Unit and Social Work

ABOUT THE INNOCENCE PROJECT

The Innocence Project works to free the innocent, prevent wrongful convictions, and create fair, compassionate, and equitable systems of justice for everyone. Our work is guided by science and grounded in anti-racism. Since our inception, the Innocence Project has used DNA and other scientific advancements to prove wrongful conviction. To date, we have helped to free or exonerate more than 200 people who, collectively, spent more than 3,600 years behind bars. Our efforts have led to the passage of more than 200 transformative state laws and federal reforms. Today, the Innocence Project continues to fight for freedom, drive structural change, and advance the innocence movement. To learn more, please visit www.innocenceproject.org.

ABOUT THE POSITION

The Administrative Assistant for Network Support Unit (NSU) and Social Work is responsible for providing essential administrative support and logistical assistance for two departments at the IP: Network Support Unit and Social Work. This role ensures smooth day-to-day functions by managing scheduling, supporting team meetings, organizing documents, and handling logistics such as travel and vendor communication. The admin will also provide essential support on behalf of both teams to the planning and delivery of the Innocence Network Conference, a large, multi-day convening of the innocence community.

The Administrative Assistant for NSU and Social Work  reports to the Director of the Network Support Unit and to the Director of Social Work to support the work of the Network Support Unit and Social Work departments. 

Reception coverage will be provided by the Administrative Assistant for NSU and Social Work during lunch breaks and absences taken by the main receptionist. 

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas and we are not an e-verify employer.

The duties of this position require approximately 40 hours of work per week to be performed virtually/in-office. We currently have a hybrid in-office model, with all employees in the office three days per week and the remainder of the week remotely. Wednesday is our organization’s “anchor day” where all staff works in the office. The number of required in-office days is subject to change. 

THE IDEAL CANDIDATE

The Innocence Project seeks a highly organized and proactive multitasker who thrives in a fast-paced, mission-driven environment. Supporting two departments, they excel at self-prioritizing tasks, managing competing deadlines, and providing seamless administrative and logistical support. Strong communication, flexibility, and attention to detail are key to success in this dynamic, cross-functional role.

In addition, all Innocence Project employees must embrace, respect and value the rich diversity of perspectives and lived experience of our staff.  We recognize and appreciate that our work is better for having varied participants and thought partners. The ideal candidate is someone who thrives in this type of environment. 

ESSENTIAL JOB FUNCTIONS

NETWORK SUPPORT UNIT DEPARTMENTAL SUPPORT

• Collaborate with the rest of the NSU to address ad hoc needs and troubleshoot emerging issues related to the Innocence Network Conference, contributing to an all-hands-on-deck approach to ensure a successful event
• Liaise with registration vendor to manage aspects of Innocence Network Conference attendee registration and check-in, including answering attendee questions ahead of the event, troubleshooting registration issues, and organizing the on-site check-in process at the conference
• Work with various vendors to identify, source, and order Network Conference event materials and giveaways
• Support Network Conference volunteer and temporary on-site staff workers by participating in a training orientation, preparing materials, coordinating schedules, and serving as a point of contact for volunteer-related questions during the conference
• Provide administrative support for standing committees of the Network Executive Board, including the Membership Committee, Committee on Amicus Policies, and Ethics and Best Practices Committee
• Process departmental purchase orders and submit expense reports in a timely manner
• Maintain and update Innocence Network website content as needed
• Oversee Network listserv management and ensure timely communication with relevant stakeholders
• Manage and update the Network exoneration tracking spreadsheet
• Compile and distribute regular digests of Network news from Google Alerts
• Organize and maintain shared departmental drives for efficient file access and storage
• Use Monday.com to track projects and manage NSU team workflows

SOCIAL WORK DEPARTMENTAL SUPPORT

• Responsible for all aspects around billing and invoicing for all purchases for the exoneree fund
• Coordinating travel arrangements and logistics for the Innocence Network Conference and Gala events; usually coordinating 10-30 flights, cabs, activity arrangements, etc. from January - May.  
• Conference registration for the Network Conference for our department and clients.
• Submitting financial receipts for departmental credit card expenses
• Take detailed minutes at meetings and any necessary follow up
• Manage travel arrangements when needed for department and clients
• Work on projects to assist social workers and intern where needed
• Assist in transfer and upkeep of case notes into new system
• Contact clients when requested for events/appointments or meetings 
• Send communication on exoneree listserv as needed
• Help support upkeep on future exoneree website

RECEPTION SUPPORT

Provides front desk reception support for main receptionist during lunch breaks and absences, which includes the following duties:

• Welcomes visitors; answers inquiries within administrative capacities
• Answers incoming calls on multi-line telephones and advises callers on case submission procedures, answers other inquiries within administrative capacities, forwards calls as appropriate, takes and relays adequate messages as required
• Stamps, sorts and distributes mail and packages
• Maintains conference call and conference room shared calendars

QUALIFICATIONS & EXPERIENCE

• 1 year of related experience required
• Some professional administrative and clerical experience; preference given to individuals with demonstrated experience providing support to multiple staff
• Proven ability to successfully manage multiple, various tasks
• Experience or understanding of event logistics, like scheduling, communication with vendors, or managing attendee lists is a plus
• Knowledge of Microsoft Excel, Word and Powerpoint, and ability to learn new software systems quickly.
• Experience with Gmail, Google Slides and Sheets as well as printing and scanning hardware preferred
• Proficiency in Spanish preferred
• Must be legally authorized to work in the U.S.

KEY COMPETENCIES + VALUES

• Proven ability to multitask and manage multiple competing priorities 
• Ability to maintain the confidentiality of highly sensitive information 
• Strong interpersonal, diplomacy, and communication (verbal & written) skills: the ability to interact effectively and sensitively with a wide variety of people of diverse professional and cultural backgrounds. 
• Superior skills in organization and attention to detail 
• Flexible and collaborative work style, and ability to function effectively in a demanding environment 
• Ability to work independently, demonstrate initiative and reliability and meet deadlines 
• Demonstrated ability to manage multiple assignments provided by multiple individuals simultaneously 
• Demonstrated commitment to social justice and/or criminal justice reform
• Enthusiasm for the work of the Innocence Project and Innocence Network and for social justice, including a demonstrated commitment to public interest
• Shared commitment to the IP’s values of accountability, collaboration, empathy + compassion, equity, person-centeredness, quality focus, and self-awareness

COMPENSATION, BENEFITS & PERKS

The salary for this position is highly competitive and the Innocence Project offers an excellent benefits package, including fully-paid individual health, dental and vision insurance, Flexible Spending Account, 401k plan with 6% company-match, paid disability and family care leave, adoption and fertility expense reimbursements, and company-paid transportation benefits.

WORKFORCE DIVERSITY AND EQUAL OPPORTUNITY

The Innocence Project considers the diversity of its workforce to be vital to our organization’s success in meeting its mission.  We strongly encourage applicants from all cultures, races, educational backgrounds, life experiences, socio-economic classes, sexual orientations, age, gender, and physical abilities to apply. Individuals with personal connections to the criminal legal system are strongly encouraged to apply.

As an Equal Opportunity Employer, it is our policy not to discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, national origin, age, disability, familial status, marital status, predisposing genetic characteristics, actual or perceived domestic violence victim status, unemployment status, caregiver status, or any other category protected by law.

APPLICATION INSTRUCTIONS

To apply, please click 'Apply for this Job' below. Upload a resume titled with your name in this format (last name_first name_resume). In the space provided, add a cover letter expressing your interest in the role and the organization’s work. Only applications with cover letters will be considered complete applications. Information submitted through this secure site is kept confidential.

SALARY RANGE

$27.34 - $30.05 per hour (equivalent to $56,875 - $62,500 annually). Salary commensurate with experience. This position is overtime eligible.