Senior Administrative Assistant

    • Job Tracking ID: 512400-721431
    • Job Location: Milwaukee, WI
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Full-Time/Regular
    • Date Updated: February 03, 2020
    • Years of Experience: Not Applicable
    • Starting Date: ASAP
    • Average Weekly Hours: Full Time Non-Exempt
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Job Description:

Job Summary:

Works closely with the Vice President in managing day-to day operations. Provides administrative support, assists with special projects, and oversees the administrative activities of the Programs Department.

Job Responsibilities:

  • Provides administrative and program support to multiple senior leaders.
  • Maintains calendar and schedule for Vice President of Programs & Chief Academic Officer
  • Maintain all LOA/LOI (letters of agreement and letters of intent) and contractual agreements as necessary.
  • Assists Program Directors in managing budgets and processing financial documents.
  • Participates in the coordination of special events and training events, in collaboration with department leaders.
  • Corresponds with all Program Directors and Managers to coordinate collection and compilation of information for reporting purposes.
  • Compiles and distributes monthly statistics and reports.
  • Serves as a source of support and information for internal and external colleagues for routine questions and inquiries. Screens phone calls and meeting requests.
  • Prepares and submits invoices for payment and assists in administering Program Department’s purchase orders.
  • Creates and maintains up to date mailing lists and Trustee committees managed by the Vice President of Programs & Chief Academic Officer.
  • Provides support, including proofreading, in the development of manuals, proposals, and forms necessary for the operation of organization.
  • Provides some basic clerical support including: photocopying, ordering supplies/food, meeting set-up, compiling materials, and taking meeting minutes if needed.
  • Assist as back-up for Front Desk Receptionist and Operations Administrative Assistant as needed.
  • Provides support to other departments during peak periods as directed by supervisor.
  • Assist with special projects of varying degrees of complexity.

Experience and Skills

Experience:

  • 3 years of Administrative Assistant experience, preferably in a Non-Profit environment.

Education:

  • High School Diploma or equivalency. Prefer some college courses.

Skills:

  • Must have intermediate-level experience utilizing the Microsoft suite, including Word, Excel, Powerpoint, Microsoft Teams, and One Drive.
  • Experience utilizing social media web platforms
  • Strong written and verbal communication skills.
  • Good organization and prioritization skills, and the ability to manage several projects simultaneously.
  • Must a have reliable car, valid WI Driver’s License, good driving record and meet state automobile insurance minimums.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to touch, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.




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