Administrative Assistant

Job Type

Full Time

Published

09/06/2018

Address

Glen Cove
New York
United States

Description

SPECIFIC RESPONSIBILITIES:

Organize, plan, and coordinate administrative processes for the Chief Strategy Officer (CSO) and the departments making up the division of Planning Performance & Strategy (PPS), under the CSO: Fundraising/Development; Center for Professional Development; Quality Improvement; Institutional Advancement; Communications; and Government Relations. 


Schedule appointments, and maintain ever-changing Outlook calendars. Provide administrative support to the CSO and staff including but not limited to: taking minutes/notes at meetings, copying, greeter for in-kind donations, ordering supplies, assisting in the preparation of media packets and materials for meetings/presentations and importantly, interfacing with the Executive Office on behalf of each department. 


Prepare and research information, provide analysis and develop reports used both internally and externally for meetings. Develop, organize, and maintain files with accuracy.  Prepare and maintain correspondences (internal and external) that are both time sensitive and confidential. 


Prepare for quarterly Board Committee meetings by dissemination electronic and hard copy material for Governing Body; QI & Program Board Committee; the Development & Communications Board Committee; and the full SCO Board of Director’s meetings.



Process invoices, fund requests, monthly department credit card statements, and monthly expense reports. Facilitate the preparation and tracking of confidential budget reports; and as needed review with designated Department leadership to address budget discrepancies. 


Collect, prepare and process time sheets for the CSO, and the Planning Performance & Strategy; Center for Professional Development; Quality Improvement; Institutional Advancement; and Communications departments. 


Strong knowledge of administrative practices and procedures. Review documents for accuracy, format, and compliance with agency policies and procedures. Take initiative in troubleshooting and completing tasks. Act as a liaison with internal and external agents of the agency. 


Support opportunities to interface with government officials, influential colleagues, donors, foundations, and other external and internal stakeholders to position SCO as a leader in service delivery to families, youth children and individuals with special needs. 


Maintain professional, respectful and sensitive communication within the work environment, among departments and programs, with the SCO Board of Directors and staff leadership, foundations and external entities. Perform other duties as assigned by the CSO.



 QUALIFICATIONS:  Administrative support and a minimum of 3-5 years of office management experience working with senior level administrators. 

 

EDUCATION: Bachelor’s degree from an accredited four year college preferred.

 

SPECIAL SKILLS: Excellent organizational, written and verbal communication skills. Detail orientated with strong interpersonal skills. Ability to multi-task and work independently in addition to working in collaboration with a wide range of constituents. Demonstrate flexibility and use of time. Strong computer skills including but not limited to proficiency in Word Processing and Excel. Must thrive in a dynamic, ever changing environment. 


 

RELATIONSHIP WITH OTHERS


In addition, employees need to possess the following characteristics:


·        Be a team player.

·        Have a strong sensitivity to cultural differences present among staff and clients within our organization.

·        Possess a strong belief in people’s ability to grow and change; forge a mutually respectful partnership with persons served and their families.

·        Ability to set limits and maintain helping role of practitioner and to intervene appropriately.

 



 

SCOPE OF RESPONSIBILITY

 

Position requires professionalism and flexibility while providing support on various levels to the CSO and PPS staff. Extensive interaction with SCO administrative and program executives, program staff and staff in SCO support functions and external constituencies.

Professional Level

None specified

Minimum Education Required

4-year degree


Share:

Share: