Dig Deep Farms (DDF) is a Black Ag Tech (BAT) social enterprise with a dual mission of providing access to healthy food and creating job experiences and employment opportunities for populations historically denied access to both.
Job Summary
The Dig Deep Farms Administrative Assistant will administratively support the Farm Directors, Management Team and general farm operations/programs. Assist with coordination, facilitation and monitoring of farm sites/activities as needed or necessary.
Black Ag Tech General Competencies
Below are the qualities that all Black Ag Tech employees are expected to exhibit/maintain:
- Efficiency: able to produce significant output using efficient effort and strategy.
- Organization: Plans, organizes, and budgets time in an effective, productive manner, focuses on key priorities. A stickler for maintaining important details, scheduling, workflows, task completion and project timelines.
- Proactivity: Exhibits awareness and inclination to perform necessary tasks or agendas without prompting. Brings new ideas and positive energy to the organization. Moves quickly and takes the initiative on operational matters.
- Tenacity: Asks qualitative questions to gain proper clarity and make informed action steps. Demonstrates a willingness to perform all farm agendas at a optimum level of professionalism. Follow-through on work expectations and commitments.
- Intellectual curiosity: Demonstrates elevated learning capability and capacity. Has a desire to absorb new information and apply effectively where/when appropriate.
- Flexibility: Adapts quickly to changing priorities and conditions. Copes well with complexity and ambiguity.
- Innovation: Literate in artificial intelligence (AI) and other established or emerging business technologies. Creates new approaches to intractable problems. Isn’t tied only to a particular and/or outdated way of conducting business or performance of work agendas.
- Respect: Maintains courteous and professional relationships with staff, faculty, and the public; is responsive and fair toward all co-workers. Follows through on all requests.
- Communication: Keeps coworkers and other parties informed of relevant meetings and work progress. Communicates expectations clearly, gives timely feedback; delegates responsibility where appropriate based on co-workers’ and subordinates’ ability and potential
- Punctuality: Ability to arrive on site on time
Key Responsibilities
- Assist in establishing and updating operational efficiencies using available (AI) and other appropriate technological tools (for agriculture and/or business).
- Assist in the input and organization of all data in respective/protected sheets and folders to be available for operational and reporting purposes.
- Coordinate and assist with formulating and completing grant and fundraising requirements, processes, and procedures (i.e. grant reports, data collection, documentation, etc.).
- Assist Farm Director, Administrator, Manager, and farm staff to ensure implementation and compliance with farm-relevant USDA/FDA/GAP policies and procedures.
- Securely collect, format, and store organizational and employee records and reports.
- Assist Farm Director, Administrator and/or Manager(s) with building and establishing administrative strategies that increase operational improvements and efficiencies.
- Assist with marketing and development of DDF Volunteer and Internship program(s).
- Refine and update systems as they grow and as obstacles are presented.
- Assist with and/or coordination of Dig Deep Farms Social Media programming (e.g. development, marketing, campaigns and/or strategy).
- Assist inventory coordination and/or management.
Farm Administration
To do daily:
- Data and Systems updates and/or maintenance
- Farm/Farm Stand Operation Administrative Assistance
- Sales and Programming Data Entry
- Organizational and Programming Folders and Filing Upkeep
- Update Employee Schedules and/or Attendance through Google Calendar
- Collect, receive and/or organize DDF mail and packages (as needed)
To do weekly ;
- Check in with Farm Administrator/Manager about outstanding farm data inputs and accounting needs
- Manage and review staff and internship timesheets
- Work with Farm Directors/Administrator to post items on social media as requested
- Organize and coordinate volunteer days with farm leadership and staff
To do monthly:
- Update farm/office supply inventories, and order list(s) as needed
- Solicit pics/videos from staff and organize media in folders in coordination with the Farm Directors/Administrator
- Prepare monthly highlights and updates for BAT/DDF newsletter
To do quarterly:
- Update posters/banners/flyers in all locations in coordination with the Farm Administrator/Manager
- Make sure key rings are labeled, updated, and secure.
- Submit and track permits in coordination with the Farm Administrator/Manager
To do annually:
- Submit and track operational licenses and permits (or as needed)
- Submit and track staff certifications and training (or as needed)
- Track it all in the shared calendar
To do as needed:
- Organize/schedule meetings as requested (staff meetings, management meetings, etc.)
- Update BAT/DDF Roster and Volunteer/Internship Tracker
- Record Keeping (minutes for meetings)
- Researching and ordering equipment and supplies as needed/requested
- Support the Farm Administrator/Manager in arranging staff trainings
- Ordering and picking up refreshments for events
- Keeping office(s) and common areas clean and organized
Qualifications for this position include:
- Ability to use critical thinking and technology to problem solve independently, ask questions where needed, and don't get daunted by roadblocks, but continue to follow up and ask questions until each task is done.
- Ability to use a calendar effectively - to set up regular tasks on a calendar, and do them without having to be reminded
- Excellent follow through, never lets anything fall through the cracks
- Attention to detail and effective execution of tasks or agendas
- Ability to identify and/or work with new technologies that increase efficiencies.
- Ability to use research technology to develop and/or enhance effective operational workflows and solutions
- Ability to problem solve and course correct to improve and/or adhere to operational standards when performances are not functioning efficiently or effectively.
- Ability to communicate clearly and respectfully with team and community members
- Some knowledge and/or interest in farming and food systems production
- Ability to handle money responsibly and transact cash sales
- Ability to lift, carry, and move up to 50 lbs
- Proficiency in using artificial intelligence tools (i.e. ChatGpt, Gemini, Claude, Perplexity, Taskade, Scribe, Lovable, Google Ai Studio, Microsoft Copilot Studio, etc.)
- Proficiency in using Google Suite (Docs, Sheets, etc.)
- Spanish/English bilingual speaking is desirable
Organizational Role and Supervisor
The Farm Admin Assistant will report to the Dig Deep Farms’ Director(s).
Location:
Primarily, Dig Deep Farms at (Ardenwood Farm site location (34600 Ardenwood Blvd., Fremont, CA 94555) or main office as needed or necessary.
Type of Employment:
The position is a full-time (or part-time hourly position) at $24 - $26/hour depending on experience level.
Principals only. Recruiters, please don't contact this job poster.