Performs standard administrative duties to ensure the smooth functioning of the division using demonstrated administrative and organizational skills.
Key Responsibilities:
Data entry and information processing (60%)
Expenses - Processes and codes credit card transactions and invoices in financial software systems (Workday and SmartSimple), prepares check and/or wire requests, handles expense coding and re-classifications. Coordinates with others to resolve discrepancies/issues with data reconciliation.
Recordkeeping - Collects information and maintains logs, records, and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint. Reviews, validates and inputs data provided by others, especially in Blackbaud Customer Relationship Management (CRM) database. Coordinates with others to resolve discrepancies/issues with data reconciliation.
Meeting coordination and travel support (40%)
Meetings - Manages calendars, schedules and organizes/supports complex meetings; makes appointments for supervisor and staff.
Events - Assists with logistics for meetings/conferences/special events, including attendee lists, space and equipment needs, AV needs, catering, and preparation of necessary materials.
Communication materials preparation - Regularly composes/drafts correspondence. Formats and edits reports and materials as requested/needed by others.
General office duties - Makes travel arrangements, orders office supplies, assists with mailing, production, and distribution of documents, reports and other materials. Performs other miscellaneous office administrative tasks as needed.
Performs other duties as assigned.
Skills and Abilities
A high school diploma or equivalent and 3 to 4 years of professional administrative experience.
Strong organizational and analytical skills with meticulous attention to detail.
Strong written and verbal communication skills.
Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff and callers.
Ability to take initiative, prioritize, meet deadlines, and complete work with minimal supervision.
Ability to use word processing, spreadsheet and presentation software. Experience with Microsoft Office Suite, desired. Experience with CRM and financial software such as Blackbaud CRM and Workday, desired, but not required.
Ability to operate standard office machines and equipment.
Committed to building and strengthening a culture of inclusion within and across teams.
Demonstrates courage by speaking up even when it is difficult, or unpopular.
Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.
Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.
Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.