The Equity Alliance
Administrative Support Specialist
The Equity Alliance, Nashville, Tennessee, United States, 37247
About The Equity Alliance
The Equity Alliance (TEA) is a Tennessee-based 501(c)(3 nonpartisan grassroots organization led by award-winning Black women. We envision a society where Black communities are thriving and have equitable access to power, resources, and the freedom to choose our quality of life. Our mission is to unapologetically build independent Black political and economic power. We educate, empower, and mobilize Black people to take action and keep our government in check. As the Tennessean's 2020 People of the Year, we are the leading Black-led organization in Tennessee that takes bold action to mobilize the Black electorate to be civically engaged, challenge systemic inequities rooted in white supremacy, and stand up against attacks on our democracy. The Equity Alliance shares staff with The Equity Alliance Fund, an affiliate 501(c)(4) social welfare organization. Learn more about The Equity Alliance at: theequityalliance.org.
Position Summary:
The Equity Alliance is seeking a detail-oriented and organized Administrative Support Specialist to assist with our ground game operations during the special election campaign cycle. This temporary position will provide essential support to ensure smooth and efficient onboarding and offboarding of staff, while also contributing to daily operational needs.
You'll run weekly orientations, complete onboarding documentation and system set-ups, and pitch in on day-to-day admin tasks to ensure new hires are ready to contribute quickly and compliantly.
What You'll Be Doing
Onboarding & Offboarding
Coordinate end-to-end onboarding workflow (offer packet distribution, document collection, I-9 coordination, policy acknowledgements, payroll and timekeeping set-up, systems access). Maintain accurate personnel records and checklists; track completion and follow up on outstanding items. Facilitate weekly virtual new-hire orientations, covering policies, timesheets, communications tools, safety, and work expectations. Process offboarding tasks (systems deactivation, final timecards, file archiving). Administrative Operations
Support scheduling, calendar invites, Zoom links, attendance tracking, and roster updates for staff. Prepare and distribute orientation decks, guides, sign-in sheets, and onboarding collateral. Monitor shared inboxes and respond/route routine onboarding and operations inquiries. Coordinate with Operations Specialists to resolve access or paperwork issues quickly. Update trackers and dashboards (e.g., onboarding pipeline, orientation attendance, completion status). Compliance & Quality
Ensure documentation is complete and stored per policy; uphold confidentiality and data security. Flag risks or bottlenecks; recommend process improvements to increase speed and accuracy. Mandatory Qualifications:
1+ year in administrative, HR/people ops, or operations support role Strong organization and follow-through; able to manage multiple deadlines with high attention to detail. Clear, professional communication (written and verbal); confident facilitating small-group orientations. Proficiency with Google Workspace, calendar/scheduling, and Zoom/Meet. Comfort handling sensitive information with discretion. Commitment to The Equity Alliance's mission and values. Desired Qualifications:
Experience supporting high-volume hiring or seasonal/field teams. Familiarity with payroll/timekeeping systems (e.g., ADP, Paylocity, Gusto) and basic HR checklists. Logistics
~10-12 hours per week on average. Ability to cover a weekly orientation at a consistent time.
Conditions
Temporary, part-time position from September 1 to December 12, 2025.
Non-exempt hourly role at $25/hour; timesheets required.
Equipment and access provided as needed for the assignment.
Job Location
Nashville, Tennessee
How to Apply
Qualified applicants should submit a resume through the job posting.
Candidates will be considered on a rolling basis.
The Equity Alliance is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
The Equity Alliance (TEA) is a Tennessee-based 501(c)(3 nonpartisan grassroots organization led by award-winning Black women. We envision a society where Black communities are thriving and have equitable access to power, resources, and the freedom to choose our quality of life. Our mission is to unapologetically build independent Black political and economic power. We educate, empower, and mobilize Black people to take action and keep our government in check. As the Tennessean's 2020 People of the Year, we are the leading Black-led organization in Tennessee that takes bold action to mobilize the Black electorate to be civically engaged, challenge systemic inequities rooted in white supremacy, and stand up against attacks on our democracy. The Equity Alliance shares staff with The Equity Alliance Fund, an affiliate 501(c)(4) social welfare organization. Learn more about The Equity Alliance at: theequityalliance.org.
Position Summary:
The Equity Alliance is seeking a detail-oriented and organized Administrative Support Specialist to assist with our ground game operations during the special election campaign cycle. This temporary position will provide essential support to ensure smooth and efficient onboarding and offboarding of staff, while also contributing to daily operational needs.
You'll run weekly orientations, complete onboarding documentation and system set-ups, and pitch in on day-to-day admin tasks to ensure new hires are ready to contribute quickly and compliantly.
What You'll Be Doing
Onboarding & Offboarding
Coordinate end-to-end onboarding workflow (offer packet distribution, document collection, I-9 coordination, policy acknowledgements, payroll and timekeeping set-up, systems access). Maintain accurate personnel records and checklists; track completion and follow up on outstanding items. Facilitate weekly virtual new-hire orientations, covering policies, timesheets, communications tools, safety, and work expectations. Process offboarding tasks (systems deactivation, final timecards, file archiving). Administrative Operations
Support scheduling, calendar invites, Zoom links, attendance tracking, and roster updates for staff. Prepare and distribute orientation decks, guides, sign-in sheets, and onboarding collateral. Monitor shared inboxes and respond/route routine onboarding and operations inquiries. Coordinate with Operations Specialists to resolve access or paperwork issues quickly. Update trackers and dashboards (e.g., onboarding pipeline, orientation attendance, completion status). Compliance & Quality
Ensure documentation is complete and stored per policy; uphold confidentiality and data security. Flag risks or bottlenecks; recommend process improvements to increase speed and accuracy. Mandatory Qualifications:
1+ year in administrative, HR/people ops, or operations support role Strong organization and follow-through; able to manage multiple deadlines with high attention to detail. Clear, professional communication (written and verbal); confident facilitating small-group orientations. Proficiency with Google Workspace, calendar/scheduling, and Zoom/Meet. Comfort handling sensitive information with discretion. Commitment to The Equity Alliance's mission and values. Desired Qualifications:
Experience supporting high-volume hiring or seasonal/field teams. Familiarity with payroll/timekeeping systems (e.g., ADP, Paylocity, Gusto) and basic HR checklists. Logistics
~10-12 hours per week on average. Ability to cover a weekly orientation at a consistent time.
Conditions
Temporary, part-time position from September 1 to December 12, 2025.
Non-exempt hourly role at $25/hour; timesheets required.
Equipment and access provided as needed for the assignment.
Job Location
Nashville, Tennessee
How to Apply
Qualified applicants should submit a resume through the job posting.
Candidates will be considered on a rolling basis.
The Equity Alliance is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.