The Cystic Fibrosis Foundation has an immediate opening for an Administrative Specialist to serve as a consultant to support the Community Partnership team, including the SVP, Community Partnerships and Director, Community Partnerships. This includes meeting scheduling and logistics, purchasing expense reimbursement processing, and travel planning in a timely manner and in adherence with all compliance requirements. The Administrative Specialist helps coordinate and facilitate activities so that the departmental operations function efficiently and smoothly. The Administrative Specialist support Community Partnerships projects and events as assigned, which may include representing the department at internal and external meetings. This will require the ability to work independently with minimal direct supervision.
The Cystic Fibrosis Foundation (CFF) and its employees embrace their commitment to its core values. These core values are the pillars on which CFF stand and will continue to sustain us as we move forward.
- Keep sight of what really matters: Our decisions are based on what is best for people with cystic fibrosis and their families.
- Aspire for excellence in all we do: We take pride in our work. We are committed to continuous learning and improvement.
- Stronger together: We collaborate and work together so that we can learn more and achieve more.
- Innovate with courage: We embrace challenges. We reach beyond boundaries in pursuit of our vision.
- Care about our people: We deeply care about each other and all who support our shared mission. We listen with respect. We support one another.
Areas of Responsibility:
General Admirative Support:
- Provide administrative support to the Senior Vice-President and serve as an administrative resource to all Community Partnerships team members.
- Schedule regular and ad hoc meetings with department members and others at CFF on behalf of SVP Community Partnerships (virtual and face to face).
- Coordinate weekly staff meetings (booking rooms, coordinating technology needs, arranging catering, taking notes if needed, troubleshooting, etc.); this includes exercising independent judgement to manage scheduling conflicts.
- Serve as a subject matter expert and trainer on the use of virtual meeting tools (Skype, BlueJeans, etc.).
- Identify and implement administrative process improvements.
- Coordinate with facilities team as needed (security, work orders, after-hours access, etc.)
Travel Planning and Expense Management:
- Schedule regular and special travel (transport and hotel) for SVP Community Partnerships; assist other team members upon request.
- Manage expense reimbursement process for SVP Community Partnerships including expense reconciliation; serve as Community Partnerships expert and trainer related to expense reimbursement.
- Coordinate and host community member visits to Bethesda office, including managing travel and expense reimbursements.
- Manage and reconcile team credit card account.
Purchasing:
- Serve as Community Partnerships subject matter expert and trainer related to purchasing, including contracts; facilitate purchasing, contracting, and payment approvals/processing. Manage the purchasing and contracting process for significant department purchases.
- Monitor and manage department supply inventory; manage purchasing of collateral materials for Community Partnerships programs (i.e. swag, supplies, etc.).
- Purchase gifts/recognition for Community Members as needed.
Project and Event Support:
- Serve as point person for Community Partnerships’ booths and tables at major meetings (VLC, QI Fair, NACFC, etc.).
- Provide on-site support for Community Partnerships events at VLC, NACFC, and other events as needed.
- Plan and coordinate team and sub team retreats/events, including offsite room scheduling and vendor coordination.
- Prepare and/or assist with Department presentations and publications as needed including design and editing.
- Support Department projects and initiatives; manage projects as assigned.
Department Operations:
- Respond to inquiries from chapters, other CFF departments and the public; manage Community Partnership inbox and respond independently to queries.
- Manage, curate, and maintain Community Partnerships electronic files to ensure easy access to current information and data.
- Represent Community Partnerships at assigned meetings and on assigned Foundation committees/working groups.
- Assist in the maintenance and testing of Community Partnership CRM data; query CRM upon request and make recommendation for improvements.
- Manage onboarding process for all department new hires; provide operational training to new employees.
- Coordinate mailing and fulfillment requests as needed.
- Develop and execute a process for regularly reviewing and updating intranet content related to all Community Partnerships programs.
Educational Background:
Bachelor's degree preferred.
Skills/Experience:
- Minimum of three years professional experience in related areas;
- Intermediate knowledge of Microsoft Office Suite of products, including Word, Excel, and PowerPoint. Knowledge of Dynamics 365 preferred.
- Familiarity and comfort with web-based video conferencing technology preferred (e.g. Skype, Zoom, BlueJeans).
- Proficiency in Adobe Illustrator preferred.
- Strong written and verbal communications skills; able to represent department professionally and positively in writing and in person.
- Flexible and responsive: able to manage multiple priorities and to master new tasks and systems quickly.
- Strong organizational skills and addition to detail.
- Poised and professional under pressure.
- Demonstrated customer service orientation.
- Effective interpersonal skills; ability to engage effectively with diverse audiences and at all organizational levels.
- Ability to work independently, with minimal direct supervision.
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 28 2018
Active Until:
Jan 28 2019
Hiring Organization:
Cystic Fibrosis Foundation
industry:
Nonprofit