Senior Administrative Assistant, Programs and Training
Ounce of Prevention Fund
July 30, 2018
Full Time - Experienced
4 Year Degree
Provides administrative support to the Program Director, Program Manager, and team members, as needed.
Essential Job Duties
Coordinate, revise and maintain the project team’s electronic calendars and contacts. Adjust schedules when needed and create appointment reminders.
Support the fiscal manager in processing all mini-grant applications, payments, reimbursements, invoicing and related paperwork.
Support the Project Manager, Fiscal Manager, and Training and Registration Coordinator with data entry and management.
Provide primary support for internal meetings and assist with the development of materials, as needed.
Assist in staffing training events, as needed.
Create and maintain systems and processes for travel reimbursements and information management.
Perform all other duties, as assigned.
Knowledge, Skills and Abilities – May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.
Ability to be creative and proactive in assessing and managing multiple tasks and addressing shifting priorities and exercise independent judgment in repeated and routine responsibilities and accomplish assignments in a timely manner.
Proficient with all Microsoft Office products and databases (Access, Results Plus, and Salesforce preferred), with the ability to learn and master other technology and software programs as needed.
Ability to prioritize, research and apply knowledge of Illinois agencies and programs.
Ability to develop and maintain new procedures and apply new technologies.
Highly organized with superior attention to details.
Ability to support multiple staff members and work in a team environment.
Demonstrated ability to work with diverse staff and external individuals.
Excellent verbal (professional telephone skills) and written English communication skills.
Able to process, protect and exercise discretion in handling confidential information and materials.
Must be able to move around the office to route internal and external communications and use office equipment.
Required Qualifications – Required qualifications to effectively perform the job. An equivalent combination of education, training and experience will be considered. (Additional requirements may be designated by position.)
Bachelor’s degree in Organizational Management, Communications, Business, Liberal Arts, or other related field.
Minimum of three years of related experience. Exposure to CRM software and working with databases.