UNO CEC Rm #122
6001 Dodge Street
Job Purpose: To provide support for management staff by providing executive level administrative support by providing clerical support, receiving visitors, arranging travel and correspondence, and scheduling meetings. Supports company operations by maintaining office systems. Oversees board operations and correspondences and may also be responsible for training incoming staff.
The Administrative Assistant reports directly to the Executive Director (ED), providing administrative support in all areas of organizational operations including: file maintenance, general office management, event and program logistics, data entry and other clerical duties. This position will work closely with the staff and Board of Directors to implement strategies related to the strategic plan to diversify and grow the base of support for Inclusive Communities’ (IC) programs and operations. The Administrative Assistant also provides administrative support to the Operations and Business Development Manager (OBDM). Professionalism and excellent attendance in the workplace is an essential function of the Administrative Assistant.
Primary Roles and Responsibilities
- Assist ED with board coordination and correspondences including, but not limited to preparing agendas for meetings and arranging schedules; record, compile, transcribe and distribute minutes of meetings. Prepare and distribute emails, reports and other board related documents in preparation of and after board meetings.
- Oversee the administration of the E-tapestry database and related stewardship procedures to ensure timely and accurate fund accounting and reporting, as well as provide needed information for donor recognition and maintain an ongoing stewardship protocol.
- Prepare, record and process accounting activities, assist with budget preparation and forecasting reports, year-end close-out, receivable and expense reports and other transactions; coordinate finances and prepare checks for signature and review upon request from OBDM.
- Develop and utilize historical information to prepare reports, collect and analyze information; prepare presentations; provide retrieval of information in regard to board communications. In addition to record meeting discussions and provide minutes for board meetings.
- Manage and maintain staff schedules, including scheduling travel and conferences, making appointments including room reservations, and making changes to appointments.
- Answering and directing calls to appropriate staff and parties, taking messages; greeting visitors and directing to appropriate parties. Opening, sorting, and distributing correspondence, including email, faxes, and snail mail to appropriate personnel in a timely and efficient manner. Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
- Arrange, confirm and track all room reservations for all IC events (Omaha Table Talk, Team meetings, etc) and other events and activities upon request.
- Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment, completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Train new staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database.
- Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup and other functions.
- Works with the PR Manager and program staff to maintain communications and our website to promote and sell IC programming.
- Provide clerical and general office support to all staff as appropriate. Delegate tasks and responsibilities to other team members when appropriate.
- Contribute to team effort by accomplishing related results as needed
- Associates Degree in Management, Business Administration, or related field or combination of education and work experience
- 3+ years administrative support or executive assistance
- Ability to type 60 wpm
- Advanced MS Office experience
- Sincere dedication to the mission and philosophy of Inclusive Communities.
- Ability to interact and co-exist respectfully with fellow staff members, volunteers and community members
- Ability to work some evenings and weekends as needed.
- Bachelor’s Degree
- Experience in accounting, payroll, or finance
- 1 year experience in human resources or fundraising/development (secretarial or administrative)
- Dictation transcription skills
- Knowledge of E-tapestry, EventBrite and Constant Contact software/programs
- Ability to interact and co-exist respectfully with fellow staff members, volunteers and community members from diverse backgrounds.
- Knowledge of operation of standard office equipment (copiers, scanners and fax machines)
- High standards of personal integrity and professionalism
- Excellent Communication skills – written and verbal
- Highly proficient in organization, supply management and inventory control; time management and prioritizing
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping
- Problem assessment and problem solving, information gathering and information monitoring and attention to detail and accuracy
- Flexibility and adaptability
- Customer service oriented
- Collaborative team player
Interviews will start immediately.
Inclusive Communities is an equal opportunity employer.
6001 Dodge Street
Community Engagement Center, Room#122
Omaha, NE 68182-0868
Paid Vacation and Sick time
Flexible work schedule
Employer Subsidized Health Benefits
Inclusive work environment
Level of Language Proficiency
Minimum Education Required
How To Apply
Please submit cover letter, resume and 3 professional references to Cammy Watkins at firstname.lastname@example.org.