Senior Administrative Assistant

Description

• The Administrative Assistant is a member of the Administrative Department. The Administrative Assistant provides clerical and organizational support to Senior Leaders and departments of NFP through the direction of the Executive Assistant. Below is a list of duties that is performed by the Administrative Assistant:

• Coordinates office operations and performs administrative duties to support the office of the President and Chief Executive Officer.  Coordinates and assists with the scheduling of, preparing for and catering of meetings.  Researches office purchases and conducts cost or pricing comparisons.  Orders office equipment and supplies for all sites.  Maintains office equipment such as faxes, copiers and printers.  Resolves problems within the administration office and may consult the Executive Assistant on more complex issues.   May help coordinate miscellaneous office tasks including staffing, training, maintenance, repairs, and renovations.
• Acts as back up to the Executive Assistant.
• Essential duties and responsibilities which must be performed in order to carry out the position purpose summarized above:

(The following description is a general representation of the key duties and responsibilities of this position. Other duties may be assigned, as required.)

• Open, date stamp, and distribute incoming mail maintaining the confidentiality of staff and patients.
• Stamp outgoing mail received from all sites before sending out. Refill postage machine as needed.
• Serve as point of contact for the courier service and ensure that procedure is being followed. Audit site log sheets on a quarterly basis.
• Process credit card purchases and select vendors for organization and submit completed PO with purchase receipt to finance.
• Process and submit timesheets and expense sheets for senior leadership.
• Coordinates calendar for Senior Leadership staff including structuring and scheduling complex meetings with multiple outside parties.
• Monitor Administrative fax folder and Fax materials for Administration and other departments as requested.
• Assist NFP employees in operating fax and photocopy machines.
• Assemble Board packets for monthly meetings.
• Take meeting minutes at designated NFP meetings. Finalize meeting minutes and distribute to attendees.
• Keep Executive Assistant informed of work progress and delays.
• Work with the purchasing company to ensure that needed supplies are in stock or ordered.
• Call appropriate staff/vendor for repair of computers and all other administration equipment. 
• Organize and maintain NFP recycling efforts.
• Photocopy, and laminate materials for Administration and other departments as requested.
• Maintain administrative office supplies including but not limited to normal office supplies, copier paper, toner and printer toner; forms for Fed Ex and USPS and postage supplies while maintaining neat and orderly supply cabinets
• Make travel arrangements for staff as needed.
• Other duties as assigned.

REPORTS TO AND EVALUATED BY:       Executive Assistant

Qualifications

• Specific knowledge, training or skills required to perform the duties of this position. Specific concepts, courses, training programs or required certifications:
  1. To perform this position successfully, an individual must be able to perform each essential DUTY PROFICIENTLY. The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
  2. High School Diploma or GED.
  3. Experienced in Microsoft Office applications.
  4. Advanced scheduling and calendaring capabilities
  5. Typing speed of at least 50 wpm.
  6. Ability to successfully work with and support Executive level employees of NFP.
• Essential Physical Demands and Working Environment:
  1. The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  2. Ability to see, communicate, hear and utilize electronic communication devices.
  3. Demonstrated ability to walk, sit or stand for long periods of time.
  4. Work environment is stressful at times.
  5. Physical ability to lift at least 35 lbs.
  6. Comparable level of senior administrative assistant experience is preferred.