The 2-1-1 Administrative Assistant will provide administrative support to the Managing Director of 2-1-1 and other 2-1-1 leadership as well as the department as a whole. This role will manage and facilitate departmental administrative processes and communication, as well as support and assist with departmental meetings, culture, and technology; will anticipate and coordinate efforts as needed with other departments and community partners to align resources and efforts including reporting.
Areas of Responsibility:
- Provide support and assistance to the Managing Director of 2-1-1
- Manage complex calendars, schedule internal and external meetings, prepare documents, and respond to inquiries
- Ensure Managing Director of 2-1-1 is informed and prepared for meetings
- Coordinate quarterly reports from grantors and write narratives with support of Managing Director
- Assist in the execution of department and committee meetings
- Planning, scheduling, material preparation, recording minutes, preparing summaries, reports, and spreadsheets
- Meeting set-up and tear-down; follow-up communications and record keeping
- Manage the processes for 2-1-1 Steering Council through email and in Salesforce
- Facilitate department administrative processes and operations
- Trainings, communication tools, file storage, and file management to ensure accurate information storage and maintenance of records, files, and rosters
- Order and organize supplies and monitor budget usage
- Coordinate department onboarding processes for new staff
- Welcoming, technology, systems and processes, scheduling onboarding meetings, and continuous improvement of onboarding procedures
- Complete reports from software tools as assigned to help support accountability and continuous improvement
- Coordinate interdepartmental communications to ensure support, alignment and final execution of requests and projects
- Coordinate departmental celebrations, recognitions, and other opportunities to support department morale and culture
- Coordinate conference related travel and accommodations for department staff and partners
- Facilitate the completion of, and properly organize important contracts, MOU’s, invoices and other documents
- Maintain department outreach materials including ordering, organization, and dissemination of print and other tangible materials
- Take responsibility for the ongoing development and upkeep of the Asana Irving Wiki tool to keep information that is applicable to 2-1-1 work, but not housed in the database.
- Respond to walk-in and social media inquiries as needed
- Perform other duties as assigned
Educational Background:
High School diploma with 3 years of relevant work experience, OR
Skills/Experience:
- Balances managing relationships with achieving results
- Proactive; Experience identifying and addressing department, supervisor, and staff needs
- Seeks out opportunities to reflect, “fail forward,” seek input from others, and improve. Continuously improves processes, position, and outcomes in this specific role
- Maintain positive work relationships; Follows through on commitments; Owns mistakes and seeks learning
- Complete tasks in timely manner; Organized; Acts with clear sense of ownership; Holds others accountable
- Uses effective verbal and nonverbal habits to clearly express ideas; Seeks to understand other perspectives; Uses data to be persuasive
QUALIFICATIONS
- Associate's degree and one year of relevant work experience
- Proficient with Microsoft and Google suites
Compensation/Benefits:
Salary: $31,000 to $40,000 per year
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 22 2018
Active Until:
Nov 23 2018
Hiring Organization:
United Way Worldwide
industry:
Nonprofit