Programs Administrative Assistant

Summary:  This position provides administrative, operational, and logistical support to the Director of Programs and Programs Department. 

EMPLOYMENT STATUS:  Exempt

REPORTS TO:  Director of Programs

 SPECIFIC DUTIES:  Duties of the Programs Administrative Assistant include, but are not limited to the following:

• Provides administrative support for programs department director and managers, to include: 
  • Providing logistical support for staff meetings and for program staff team meetings, including identifying meeting space, ensuring appropriate set-up, clean-up, ordering food, preparing needed materials, etc.
• Assists the Director of Programs in identifying staff development needs for program staff, researching potential trainers, and organizing training events
• Performs technical and specialized office support that requires the exercise of independent judgment, the application of technical skills, and a detailed knowledge of the activities and procedures of the Programs Department, to include:
  • staying up to date on departmental and organization-wide activities
  • transmitting key information
• Provides support to school-based personnel in each CIS of Atlanta supported site, to include:
  • Maintaining activities calendar for each site to be distributed to board members as part of the Adopt-A-School program 
  • Order supplies and submit backup to Finance Department
  • Assisting in making travel arrangements
  • Assisting in updating training binder monthly
  • Maintaining training tracker
  • Maintaining and updating schools contact list
• Support West End Scholarship Program, to include:
  • Receiving all applications and create student folders
  • Completing scholarship application intake form
  • Making purchases as needed
  • Working alongside Director of Programs to facilitate scholarship workshops
  • Acting as liaison between the college/university and CIS of Atlanta
• Receives Program check requests, purchase authorizations and emergency applications, to include:
  • Compiling and routing as appropriate
  • Researching discrepancies as needed
  • Tracking and compiling reports on expenditures and maintaining budgets as required
• Provides support to Partnerships Department, to include:
  • Aiding in Furniture Bank requests
  • Coordinating Reading is Fundamental book order process.   Assisting RIF programs at partner schools that don’t have a CIS Site Coordinator.
  • Coordinating reservations of company vehicles and oversee maintenance to include regular inspections, scheduled cleanings, and routine maintenance.
  • Assisting with special events such as Back to School Drives, Holiday Gift Drives, Choose Success Awards, etc.
• Assists in providing main door coverage 
• Carries out other duties as required by the Director of Programs.

QUALIFICATIONS:

• Associates degree in a related field or two years of general office support experience. 
• Must be detail oriented, extremely accurate, able to follow up on long-term, ongoing projects and meet all deadlines.  
• Excellent verbal and written communication skills are required.  
• PC experience using Microsoft Office and other common personnel tracking databases required.   
• Strong interpersonal relationship skills and problem solving skills are required.  
• Ability to work independently, meet deadlines, 
• Ability to prioritize multiple staff requests and perform as an effective team member
• Valid Georgia driver’s license and proof of vehicle liability insurance.

HOURS:

Working hours are generally 8:30 am – 4:30 pm (40 hours per week).  However, it is expected that this person will work a flexible schedule and will work additional hours as needed to accommodate workloads and reporting deadlines.