Description

Salary Range: $55,000 - 60,000

FLSA Status: Salaried, Non-Exempt

Location: Administration

About the Position

The Administrative Specialist to Mission provides comprehensive administrative and operational, and strategic support to department leadership across all five Job Training and Education regions. This role is critical to successful program outcomes, budget adherence and standardization; especially grant funded programs. This position maintains a professional work environment, stays aware of departmental goals, and works in a versatile capacity to accomplish those goals through exceptional administrative excellence.

Essential Functions and Responsibilities: Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

• Provide comprehensive support to the Senior Vice President of Mission (SVP), managing day-to-day operational needs with efficiency and discretion.
• Conduct research and provide background information for presentations and SVP meetings/events with elected officials and other VIP's.
• Compose correspondence, memos, emails, proofread materials internally and externally for community leaders and funders.
• Register and track professional development for Mission staff across five regions in partnership with leadership.
• Manage vendor accounts, expense reports, invoices, purchase orders, check requests, and credit card reports to appropriate fund source for Managers, Directors, and SVP.
• Maintain departments email lists, staffing lists, org chart, and Teams channel membership.
• Organize meetings, prepare agendas/materials, and take minutes in key meetings with funders and internal leadership directors meeting with SVP.
• Manage event planning: organize and facilitate internal and external meetings and events, managing logistics such as venue selection, catering, and technology setup and materials
• Screen applicants and coordinate on-boarding process for new hires including interviews, paperwork, training, workspace setup.
• Provide support to SVP for Mission Board Committee - prepare report and presentation materials from across five regions.
• Maintain departmental calendars including master calendar of all departmental activities across five regions, scheduling meetings for leaderships team, maintains SVP calendar.
• Liaise on interdepartmental projects and initiatives.
• Support and contribute to DEI initiatives and action plan.
• Coordinate with Facilities on site walkthroughs, repairs/purchases/maintenance.
• Maintain and monitor department supply budget, order office and general classroom supplies. Order Adult Basic Education (ABE) and Youth Program materials, such as textbooks, workbooks and testing supplies.
• Submit service desk tickets on behalf of staff and directors.
• General administrative duties - filing, mail, messages.
• Demonstrates safe work practices through awareness and observation in support of a safety culture; reports any potential hazards or accidents.
• Other duties or projects as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• High school diploma or equivalent. Preferred bachelor's degree or equivalent experience. Lived experience and international experience considered in lieu of more traditional, US achieved credentials and experience.
• Minimum 3 years of demonstrated administrative office experience.
• Experience with drafting and editing correspondence, reports, documents and meeting notes.
• Exercise independent judgement, use creativity in solving problems and demonstrate strong organizational and prioritization skills.
• Ability to handle confidential information with discretion and diplomacy.
• Proven ability to deal with multiple, sometimes-conflicting deadlines.
• Must be flexible and able to work in an environment with a diverse group of people.
• Must be committed to creating and sustaining a learning environment in which students feel safe, supported and encouraged; foster an environment that is inclusive, culturally rich, and bias free.
• Ability to work independently with a minimum of direct supervision.

• Must have valid WA State driver's license and proof of insurance.

• Strong proficiency with Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams).
• Computer skills, including data entry.
• Proficient knowledge of web-based apps.
• Ability to learn new technology and software related to the job.

While performing the duties of this job, the employee will be required to sit for long periods, communicate with other employees by talking and hearing and to operate computer systems. Able to safely lift/push/ pull up to 20 lbs., grasp, handle, finger and manipulate items; perform repetitive fine motor functions with fingers, wrists and arms, standing for long periods of time. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Able to communicate with others effectively both verbally and written, including those who have limited English skills. Maintain reliable attendance.

Essential Mental/Sensory Abilities :

• Strong listening skills
• Analytical skills
• Strong written and verbal communication skills
• Multi-tasking
• Time Management
• Data skills
• Accuracy

Work Environment:

Office/classroom environment; the noise level in the work environment is usually moderate. Must have reliable transportation, as this position requires travel to offsite meetings and events. Able to work a flexible schedule that may include occasional nights and weekends.

Job Family: Mission

Pay Type: Salary
Min Hiring Rate: 55000
Max Hiring Rate: 60000