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Programs Team Administrative Assistant

SUMMARY DESCRIPTION:     The Administrative Assistant will be responsible for coordinating training for the staff of Sheltering Arms and for community consumers. The Administrative Assistant will also provide clerical functions and technical support to the Programs department. The Administrative Assistant is responsible for assisting the team in meeting the department’s objectives, through frontline representation (including public communications that are in-person, on the phone and via email) and by providing oversight to the logistical supports involved in implementing the team’s day-to-day activities.   In addition, support the planning and evaluation components of events and associated meetings and execute all assigned tasks in the manner necessary to ensure the delivery of effective and high-quality programming. 

 

 

PERFORMANCE RESPONSIBILITIES: (Asterisk for essential job duties.)

 

1.       Establish and maintain ongoing supportive relationships with the child care and education and family support staff in the network of Sheltering arms’ centers, with participants, funders, academic institutions, and industry organizations. (*)

Answers telephone calls, emails, and other forms of communication coming into the Programs department in a knowledgeable, timely manner.  Directs inquiries to the appropriate person, as needed. (*)
Greets guest to Sheltering Arms in a professional, friendly manner. (*)

4.       Maintain record keeping and reporting systems, schedules, timelines policies and procedures for training and staff development activities in accordance with funders, including grants, Head Start, Licensing, NAEYC. (*)

5.       Maintains and oversees the use of office equipment including copiers, scanners, AV equipment, laptops, and other equipment to assure inventory is accurate and equipment is working and in good repair. (*)

6.       Coordinate use of equipment with staff and provide technical assistance in the use of      equipment. (*)

7.       Coordinate computer, laptop and printer purchases and maintenance with the IT department (administrative department and centers). (*)

8.       Work with IT department to troubleshooting computer issues (administrative departments and centers). (*)

9.       Manages the computer lab and troubleshoot issues. (*)

10.   Reset  phone systems for the EPD Model Center. (*)

11.   Responsible for ordering janitorial supplies for housekeeping (administrative floor only). (*)

12.   Manage the Pearson VUE testing site (checking, equipment and scheduling). (*)

13.   Provide coverage for the Executive Administrative Assistant when needed. (*)

Creates and/or maintains a system of filing documents; files documents, retrieves documents from files and other manual and electronic recordkeeping systems needed to meet funder requirements.
Maintain the training data base and web site with timely accurate information. (*)

16.   Market training activities such as website postings, mailings, group emails, individual phone calls and timely responses to inquiries to assure that attendance goals are met. (*)

 Coordinate training calendar for training, meetings, community events, Sheltering Arms only events, and space rentals. (*)
Coordinate training events and space rentals regarding space, group sizes, AV and electronic equipment, and parking. (*)
Set up for training, special events, and meetings in advance. (*)

Provide instructor or meeting coordinator with roster in advance of training/meeting
Contact centers regarding training open for additional participants
Arrange space for training based on group size
Test AV equipment
Make copies of handouts and other course materials
Place catering orders as needed
Set up food in an appealing manner
Arrange for Evaluation Forms to be completed
Provide Participant certificates

20.   Work closely with Better Brains for Babies coordinator (processing material requests, set up on-site training and correspondence). (*)

21.   Process participant/student payments, providing receipts, and forwarding appropriate documentation to the Finance department. (*)

22.   Maintain updated versions of curriculums, assessments, manuals, forms and other materials, electronically and in hard-copy form, as requested, ensuring adequate access for staff usage, display and reference. (*)

23.   Produce copies of Programs Team curriculum, assessments, manuals and other materials as requested. (*)

24.   Facilitate all supply orders and maintain required records for the Programs Department. (*)

25.   Coordinate off-site training with the event sponsor and the instructor. (*)

26.   Coordinate rental of space with the event sponsor, following the rental procedures. (*)

27.   Plan for food and other consumables within the budget. (*)

Order and maintain inventory with the approval of the supervisor.
Maintain filing system for hard copies of expenses.
Coordinate bills and invoices department lead.

28.   Make travel and hotel arrangements for staff. (*)

29.   Maintain a clean, orderly workspace in the reception area (desk), the break room, the pre-function area, and the resource room. (*)

30.   Coordinate participant registration, eligibility, credentialing and recordkeeping for courses that led to credentials and/or certificates. (*)

CDA, Child Development Associate Credential
SFW, Strengths-based Family Workers Credential
CCHC, Child Care Health Consultants
Other series and credentialing/certifying courses

31.   Troubleshoot training issues and notify supervisors immediately. (*)

32.   Revise and update registration procedures to facilitate ease of use by participants and to produce accurate, timely reports for funders. (*)

Debrief with supervisor on a weekly bases around issues related to training, scheduling, reporting, revenue and expenses. (*)

34.   Collaborate with community organizations to collect and disseminate information about training needs. (*)

35.   Takes personal responsibility for achieving objectives and meeting expectations of the organization; effectively manages time and priorities with minimal supervision. (*)

36.   Demonstrates flexibility and adapts to changing needs and direction. (*)

37.   Recognizes that anyone who receives or is touched by our products or services is our customer. Our customers are both internal and external to the organization, and include clients, suppliers, service providers, supervisors, peers, board members and the general public. (*)

38.   Communicates effectively with all customers, internal and external, and listens and responds to their needs. (*)

39.   Works effectively with others. Looks for and takes advantage of opportunities to help others serve our customers or meet their objectives. (*)

40.   Adhere to a schedule that supports Programs Team and the Administrative office, notifying supervisor in advance when he/she intends to be absent. (*)

41. Competent in the use of technology and aptitude for using technology in managing work, and delivering training, to include Word Processing, Spreadsheets, Databases, Electronic Presentations, Web Navigation, E-Mail Managements, Digital Cameras, File Management & Windows Explorer, Downloading Software From the Web (Knowledge including eBooks), WebCT or Blackboard Teaching Skills, Videoconferencing, Computer-Related Storage Devices (Knowledge: disks, CDs, USB drives, zip disks, DVDs, etc.), Scanner Knowledge, Ability to Use PDAs). (*)

42.   Performs other duties as assigned. (*)

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