Description

SUMMARY

The Direct Student Solutions Program Assistant is crucial in assisting agency staff in delivering high-quality products and services and ensuring all client interactions with CESA 6 are positive. In addition, the position will be responsible for supporting strategies that increase the agency’s visibility to diverse audiences, expanding digital information-sharing capacity, and supporting overall agency operations. The Direct Student Solutions Program Assistant supports the directors within the Direct Student Solutions product lines and others, as assigned.

ESSENTIAL FUNCTIONS 

Communication:

• Monitor the agency’s CRM (customer relationship management) tool for chat and email messages and answer or assign as appropriate.
• Operate the agency’s telephone switchboard to answer, screen, provide information, take messages, and forward calls.
• Provide individuals with information about the product lines assigned, such as products and services offered, contacts within the agency, or professional development offerings and locations.
• Collect, sort, distribute mail; prepare mail, messages, faxes, or courier deliveries for the product lines assigned.
• Log communications in the division’s CRM tool and ensure information is up-to-date and accurate.

Event and Facility Coordination:

• Maintain the agency’s event registration software and other related data or student information system applications and serve as the point of contact for the assigned product lines on its utilization.
• Ensure conference rooms meet the required visual standards, are stocked with defined items, and decluttered of unnecessary items.
• Organize and coordinate events for product lines assigned.

Client Support and Satisfaction:

• Maintain the client satisfaction and loyalty database in CRM and serve as the point of contact for related staff on associated processes.

Program Assistant:

• Carry out details for workshops, meetings, and conferences, including necessary meeting room set-ups and takedowns for division events and virtual webinars.
• Provide administrative assistance to center directors, including process, proof, and prepare memos, correspondence, travel vouchers, or other documents, and transmit information or documents to customers or staff using a computer, mail, or facsimile.
• Other duties as assigned.

Requirements

POSITION QUALIFICATIONS:

Experience, Education, and/or Licensure 

• High school diploma required.
• Certification or Associate degree as an administrative assistant or marketing assistant is preferred.
• 2 years of office experience desired.

Required Skills and Abilities

• Model the core values of the agency.
• Advanced computer skills, including email, word processing, and virtual meeting scheduling.
• Working knowledge of Microsoft Office and Google platform applications, along with the ability to learn agency-specific applications to support business operations.
• Ability to generate professional emails and social media posts related to products and services.
• Ability to create organizational tools and processes to support Directors and consultants
• Ability to work independently as well as collaborate with diverse work teams.
• Engage with clients in a positive manner that represents self, team, and Agency.
• Work as a team and collaborate effectively with other Program Assistants and Coordinators to meet the needs of the Agency.
• Process-oriented.
• Be nimble and conscientious to meet the timeline.
• Communicate effectively and timely, verbally and in writing, to a diverse audience.
• Plan, organize, and prioritize work.
• Remain flexible to adapt to changes in the work environment.
• Excellent time management with the ability to manage schedules and meet deadlines.
• Problem-prevention, conflict resolution, and problem-solving skills.
• Work accurately with close attention to detail.
• Exhibit a high degree of confidentiality of sensitive information and process and handle confidential information with discretion.
• Work effectively, professionally, and tactfully with internal agency staff and external clients. 
• Ability to set and meet high customer service standards (internal and external).
• Excellent interpersonal skills to facilitate interaction with the workforce.
• Exhibit a professional, businesslike appearance and demeanor.
• Professionally represent the agency and public, private, and parochial school districts in interactions with staff, customers, and the community.
• Facilitate an overall work environment of mutual respect and collaboration.
• Ability to interpret data.
• Ability to establish and maintain effective relationships with individuals from diverse backgrounds.

WORK ENVIRONMENT / PHYSICAL DEMANDS

Work Environment

• Ability to work in a professional and flexible office environment, with or without visual and audible distractions.
• Ability to work in a fast-paced environment.

Physical Demands:

• While performing the duties of this position, the employee is occasionally required to stand, walk, sit, type, and reach with hands and arms.
• The employee will move office products and supplies up to 30 pounds.