Seasonal Administrative Team Lead

Description

Since 1982, over 150,000 youth have been helped with Youth Opportunities Unlimited (Y.O.U.) programs. Y.O.U. helps teens and young adults, ages 14-24 living in economically distressed communities succeed by providing educational and workforce opportunities, skills development, and access to career pathways. We offer school-based and community-based programs designed to meet the needs of Northeast Ohio employers, with a focus on those industry sectors that provide the most opportunities for career success. At Y.O.U., we are dedicated to excellence and continuous improvement of the quality of our services to youth, employers, and the community.

Job Purpose

The Administrative Team Lead will assist the Director of Compliance by providing information management support and interfacing with internal and external customers. The person in this role will assist with office support for Compliance and Administrative teams. First point of contact for seasonal office visitors, answering questions and directing inquiries. Maintains customer confidence and protects operations by keeping information confidential.

Essential Functions

• Endorse office security and confidentiality and promote positive office morale.
• Assist with coordination of office support for summer program staff, Compliance and Administrative Teams, internal/external clients and staff, and coordinating supplies and administrative support for off-site activities as needed.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Coordinating/managing running lists of projects/priorities/calendar items of program assistants and file room staff.
• Leads team of Program Assistants to ensure team project and task deadlines are met and ensuring file maintenance, integrity, and storage in accordance with and as required by eligibility determination processes, and in compliance with established policies and procedures.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs and maintaining equipment inventories.
• Weekly status updates to Director of Compliance and Compliance Specialist to ensure coordination with the Summer Youth Employment Program management staff and team leads.
• Ordering/coordinating lunches including set-up for off-site venues.
• Assist the Director of Compliance with the organization’s internal and external audit processes and compliance risk assessments and will take responsibility for monitoring organizational business activities for compliance with applicable rules and regulations.?
• Responsible for ensuring adherence to the functions and flow of file room process including but not limited to participant file management, maintenance, and storage.?
• Other duties as assigned.

Benefits

• Medical, dental, vision benefits available with coverage beginning the first of the month following date of hire.
• Retirement Plan Options
• Paid Parking
• Paid time off (Vacation, Sick & Personal Time)
• Paid Holidays
• End of Assignment Bonus: $500

Education

• Associate degree from an accredited college of university preferred
• High School degree or equivalent required along with 1-3 years of experience as an administrative assistant

Requirements

• At least 2-5 years’ experience as an administrative assistant with a broad range of skills in office administration, operations and clerical work. Ability to adapt to changing priorities.
• At least 1-2 years’ experience managing/supervising employees.
• Adaptable and ambitious with good problem solving and team working skills.
• Detail oriented, well organized with deep knowledge of making administrative and procedural decisions.
• Experience working with youth and young adults.
• Must pass a BCI/FBI criminal background check as a condition of employment.
• Must have reliable transportation for travel to various work sites.

Knowledge, Skills and Abilities

• Belief and commitment to Y.O.U.’s mission, vision, and values.
• Must be proficient in Microsoft Office Suite.
• Excellent interpersonal skills: ability to develop and maintain effective working relationships; capable of relating well to people of varied backgrounds and education levels in a courteous and professional manner.
• Highly attentive to details.
• Strong organizational and communication skills
• Ability to juggle multiple tasks and initiatives at once.
• Ability to work in a results-oriented and data driven environment.
• Comfortable using database management systems, including Microsoft Excel, to provide timely reports.
• Be flexible to handle potential changes in daily plans quickly.
• Ability to work independently and as part of a team under minimal supervision.

Work Environment

• This position is based in an office environment. The work pace for this position is usually fast paced where work is required for up to 2 hours at a time. Position requires some supervision from managers with intermittent prompts. Social interaction with clients and team members is required frequently. The environment in which the job is performed outside a normal office space may include exposure to extreme temperature, noise, heights, or other hazards. All remains the same for any additional requirements for training.

Schedule

• Assignment Length: February thru October
• Schedule: Mon - Fri

All applicants are considered without regard to race, color, religion, sex, pregnancy, gender identity or expression, sexual orientation, national origin, age, disability, marital status, parental status, veteran status, military service, family medical history, genetic information, or any other characteristic protected by applicable federal, state, or local law.