Provides administrative and operational support for department staff and helps to create and maintain efficient information, fiscal and database systems within the department.
Essential Job Duties
In collaboration with Assistant Director and other division staff, design and implement internal infrastructure, policies and procedures to support division work and goals.
Collaborate with Ounce Information Technology to ensure accessibility and ongoing development of technology related to systems across the Division. Provides basic technological support to staff.
Maintain database records and ensures accuracy in compiling information as needed to operationalize and develop Educare Learning Network and Ounce of Prevention Fund reports.
Coordinate in collaboration with Marketing and Conference Services teams the delivery of monthly ELN newsletter.
Act as liaison to the Ounce’s Purchasing and Accounts Payable departments for the management of the division’s procurement and accounts payable operations.
Provide systems and fiscal support to all division functions including Practice Consultation, Exploration and Adoption, Educare Best Practices and Intensive Family Engagement.
Process and maintain records of Educare Learning Network division credit card.
In collaboration with division leadership, act as the logistics liaison for consultant contracts. Responsible for the processing and maintenance of consultant contracts and records in accordance to annual budget priorities.
Provide on-site support for division meetings, including room set-up and breakdown, as well as the setup of video conferencing and teleconferencing equipment as needed.
Maintain the regular flow of mail, faxes, and other correspondence between offices and with sites as needed.
Perform additional job-related duties as needed.
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 preferred in Administrative and Fiscal Operations or a related field.
1 to 3 years of experience with business administration or similar industries.
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 in assessing and managing multiple tasks and addressing shifting priorities. Exercise independent judgment and accomplish assignments in a timely manner.
Proficient with computer applications, specifically Microsoft Office Suite and the internet. SalesForce, SharePoint and CornerStone knowledge a plus. Ability to learn and master computer technology/software programs as needed. Technologically savvy a plus.
Sufficient skill in typing to complete 60 wpm.
Highly organized with experience supporting multiple staff members and working in a team environment.
Demonstrated ability to work with diverse staff and external individuals.
Excellent verbal and written communication and customer service skills required.
Ability to carry out work assignments and follow through on assigned tasks with consistent accuracy and detail.
Able to process, protect and exercise discretion in handling confidential information and materials.
Must be able to travel (up to 15%) as necessary, to provide onsite logistical support at events.
Ability to use general business office equipment including but not limited to phones, fax, copiers and computers.