Under the direction of the Program Director, the Administrative Assistant performs all duties as required for the smooth operation of an administrative office and other duties including answering calls, taking and distributing messages, picking up and distributing mail, typing, word processing, faxing, and other clerical duties as it relates to the support of Program Director.
As a front line representative of Save the Children the Administrative Assistant is required to ensure the safety and security of children and families that he/she comes in contact with adhering to the agency’s values of Accountability, Ambition, Collaboration, Creativity, and Integrity.
- Program Administration.
- Office management.
- Coordinating meetings.
- Completing and submitting reports.
- Maintaining documents and files.
Responsibilities and Impact
- To assist the Program Director with daily administrative operations; preparing reports, meeting preparations, and scheduling appointments
- Create regular reports as required or requested by the Program Director
- Opens and distributes incoming mail to appropriate individuals, prepares outgoing mail.
- Supports Program Director in preparation, reproduction, distribution and recording of meeting agendas, minutes, reports, and other information
- Assists in the compilation of data as needed for submitting the Program Information Report [PIR] annually by the federal government’s deadline.
- Receives information and prepares monthly program newsletter.
- Attends meetings/trainings as needed or directed by the Program Director.
- Oversees the development and creation of reports for Policy Council Board, community and Management on behalf of the Program Director.
- Other duties as assigned
Required Background and Experience, Skills and Behaviors
- Associate’s degree in business administration or related degree.
- Minimum of one (1) year administrative assistance experience.
- Strong interpersonal, communication, and organizational skills.
- Ability to work collaboratively with other staff and community partners in the provision of high quality services and resources to families.
- Proficiency Microsoft Office including Word, Excel, PowerPoint, and Outlook.
- Must possess the ability to multitask, communicate effectively, good organizational skills, work independently as well as a team member.
- Ability to exercise professional evaluative measures and judgment.
- Acceptable tuberculosis screening results, a clear criminal records check ( including child abuse registry check if required by state regulations) and an initial health exam are required post job offer and prior to employment.
- To drive agency vehicles (if applicable), must have a valid driver’s license and be insurable by the Save the Children Head Start insurance carrier and have a Motor Vehicle Record acceptable to Save the Children Head Start. Current and former Head Start/Early Head Sta rt parents will receive preference for employment vacancies for which they are qualified.