ADMINISTRATIVE ASSISTANT

Duties/Responsibilities/Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Assist the executive director, chief of staff, and foundation staff with any administrative duties as needed to include but not limited to:
  • Schedule meetings with senior level officials within and outside USSRC.
  • Establish and prepare agendas and slide presentations and take/transcribe minutes for the Foundation board meetings and internal and external meetings.
  • Responsible for processing donations made through the foundation online software programs and composing individualized thank you/tax receipt letters.
  • Ensure office has the necessary office supplies to operate efficiently.
  • Assist staff with the coordination and support of volunteers.
  • Assist with incoming mail, correspondence, and filing.
  • Assist with coordination and grading of scholarship applications.
  • Assist with coordination, implementation, and stewardship of Legacy Society (planned giving donors).
  • Serve as primary point of contact for all Foundation travel.
    • Assist or prepare travel arrangements for the executive director and staff and file reimbursement or expense forms upon return.
    • Coordinate travel with contracted travel agency for scholarships and sponsored group recipients.
    • Book hotels and car rentals as requested by staff.
  • Receive and screen incoming calls, referring callers to other department/employees as necessary; answer a variety of questions independently and take direct action on Foundation related calls and questions.
  • Prepare mailings and maintain correspondence and ensure responses are prepared and received from appropriate staff member(s) in a timely manner as needed.
  • Serve as central liaison for department in disseminating information.
  • Support special projects and events as needed, some of which occur outside of normally scheduled hours.
• Meet or exceed the expectations of the executive director and staff for the confidentiality of information.
• Meet or exceed the expectations of the executive director and staff for the accurate and timely completion of related tasks and assignments.
• Perform other duties as required.

The above duties reflect the general responsibilities necessary to describe the principal work functions of the job and shall not be considered as a detailed description of all work requirements that may be in the position.

Supervisory Responsibilities No

Job Specification

Required Education and Experience

Education: HS completion or GED supplemented by a 2-year degree or 2 years additional specialized training. Knowledge of modern office practices, including Internet use and research, time management, business correspondence, record keeping, filing systems (electronic and hard copy), office equipment, and online systems. Proficiency in Microsoft Office is required.

Work Experience: Minimum of 2 years secretarial/administrative experience with at least 1 year at the executive level required OR an equivalent combination of education and experience in progressively responsible administrative level positions required.

Must have excellent English grammar and spelling ability to compose business correspondence. Will manage and coordinate a large variety and volume of administrative functions constantly. Must be able to handle a high stress environment with a consistently pleasant attitude.

Other Requirements

Ability to perform complex administrative tasks involving the use of good judgment; develop clear and comprehensive reports; maintain confidentiality; understand, interpret, and apply appropriate rules, regulations, and written direction to specific situations; effectively meet and communicate with the public with hospitality, impeccable manners; identify and correct errors in English usage and grammar, and arithmetic calculations in a variety of documents; evaluate demands on executive director and staff and arrange schedule(s) accordingly; apply sound judgment in assignments of work load priorities, and in contact with officials and members of the general public in routine, emergency or specialized situations; escort and brief executives, media and other guests.

Must have exceptional initiative and the confidence to act independently on a variety of matters delegated by superiors. Must be able to develop clear and comprehensive correspondence; meet and communicate with the public and employees at all levels of the organization using tact and poise; elicit cooperation from others; assimilate and understand information; maintain confidentiality, use good judgment and be able to communicate effectively both verbally and in writing. Efficient skills in multi-tasking and prioritizing duties.

Computer Experience: Ability to produce correspondence and other documents in a variety of formats on a personal computer from clear copy or rough drafts at a speed necessary for successful job performance. Must have excellent typing and computer skills; with the ability to take some form of dictation for purposes of transcribing into written form. Must be able to use a 101-key keyboard and possess knowledge of standard PC and Apple computers and Windows Office: including Word, Excel (setup spreadsheets, formulas, etc.), Outlook, calendar scheduling, PowerPoint, internet searches and research, and other required software applications on personal computer. Required to be proficient in use of the computer, software programs, other technology tools, and office equipment to perform a variety of administrative and technical tasks as assigned by the executive director and chief of staff. Ability to mail merge in Microsoft Word and Excel is desirable.

Work Environment/Physical Demands Summary

This position has the following special requirements:

• Sitting for extensive periods of time (6-8 hours) behind desk.
• Walking, climbing (stairs) to other departments.
• Lifting and/or carrying up to 30 pounds file/paper boxes.
• Bending, reaching, and/or kneeling to store/retrieve supplies.
• Wrist movements, seeing, and reading to operate computer terminal, office equipment, and handle various documents.
• Talking and hearing to assist customers, officials, board members, and employees.
• This position involves working in a climate controlled, multiple persons, executive front office environment. This position deals extensively with employees at all levels of the organization and may require working occasional evening hours. This position deals extensively with high-ranking individuals, organization, and agencies that interact with the executive director and Foundation staff.

Travel Required? No

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)