Description

A. POSITION SUMMARY

Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for the Chief Executive Officer. Assignments may be confidential in nature. Provides supervises and coordinates staff and office support for the senior management team. Coordinates special events. May serve on a variety of academic committees in a support capacity. Performs a variety of administrative and staff support duties for the Board of Directors, which require a range of skills and knowledge of organizational policies and procedures

B. ESSENTIAL DUTIES AND RESPONSIBILITIES  

· Provides staff and office support for the CEO, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison on a range of day-to-day issues. 

· Keeps the Chief Executive Officer and all Management Team, Executive Staff, and Program and Site Managers apprised of all relevant support information such as developing, arranging for, and coordinating meeting times, schedules and locations for such meetings as well as advisement of the same;

· Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; provides administrative support and follow-up on matters arising from meetings. 

· Composes and prepares written documentation and correspondence for the office; screens and evaluates for the CEO incoming and outgoing correspondence and prepares responses as appropriate. 

· Schedules and coordinates the CEO’s appointments and/or travel arrangements and coordinates and oversees daily office activities. 

· Gathers, enters, and/or updates data to maintain records and databases, as appropriate; establishes and maintains files and records for the office. 

· Supervises and guides the work of lower graded staff, as appropriate; may participate in training and evaluative sessions. 

· Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office, to include maintenance, inventory management, security, and related activities. 

· Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. 

· Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with other operating units in the resolution of day-to-day administrative and operational problems.

· Composes, edits, and proofreads minutes of board and committee meetings, correspondence and reports, and prepares a range of administrative documents.

· Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings. 

· Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements. 

· Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed, and in accordance with pre-established procedures. 

· Assists Board members in problem solving, project planning, and development and execution of stated goals and objectives. 

· Requisitions supplies, printing, maintenance, and other services.

· Performs miscellaneous job-related duties as assigned. 

Requirements

A. MINIMUM EDUCATION AND EXPERIENCE

· High school Degree or GED;

· Graduate of Business College or Associates Degree in related field preferred;

· Three to five years experience directly related to the duties and responsibilities specified to include supervisory responsibility; 

D. LICENSES/CERTIFICATIONS REQUIRED

None

E. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

· Skill in organizing resources and establishing priorities. 

· Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. 

· Knowledge of planning and scheduling techniques. 

· Ability to make administrative/procedural decisions and judgments. 

· Records maintenance skills. 

· Ability to lead and train staff. 

· Knowledge of academic administrative principles and procedures. 

· Knowledge of office management principles and procedures. 

· Knowledge of supplies, equipment, and/or services ordering and inventory control. 

· Ability to communicate effectively, both verbally and in writing. 

· Organizing and coordinating skills. 

· Ability to analyze and solve problems. 

· Receptionist skills. 

· Word processing and/or data entry skills. 

· Ability to record and transcribe meeting minutes.

· Ability to create, composes, and edits written materials. 

· Ability to maintain calendars and schedule appointments. 

· Knowledge of travel/lodging planning and scheduling. 

· Ability to gather and analyze statistical data and generate reports. 

· Knowledge of general accounting principles.

· Database management skills. 

F. AGE OF PATIENTS SERVED

None

G. PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

A person in this position has to be able to prioritize and respond to the diverse demands of the position. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

1. Physical Effort and Dexterity: Good dexterity to operate personal computer and office equipment. Occasional lifting and 

carrying related to office duties. 

2. Machines, Tools, Equipment required to be operated: Capable of using office machines and personal computers for word processing, data entry and spreadsheet applications. 

3. Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.

4. Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required Work regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines. 

This description lists the major duties and requirements of the job and is not all-inclusive. Applicants may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills