Foundation Administrative Assistant - Inverness, United States - Key Training Center

Description

Job Description

SUMMARY

Duties and responsibilities include providing administrative support to ensure efficient Foundation operations. Supports the Foundation Director, Development & Community Relations Manager, Retail Operations Manager, department managers, and employees through a variety of tasks. Works closely with the Development & Community Relations Manager to facilitate fundraising, correspondence, projects, and activities. Responsible for confidential and time-sensitive material. Generates reports, prepares presentations, manages paperwork and filing, orders supplies and completes requisitions, schedules maintenance, manages calendars, schedules meetings, answers phones and screen/direct calls, takes meeting minutes, conducts research, assists visitors, reviews, organizes, and answers emails, maintains contact lists, distributes memos, and assists with events.

To be successful in this position, one must be a self-starter and a problem solver; demonstrate attention to detail and leadership abilities; have strong organizational and time management skills; have strong communication skills, such as - written, verbal, listening, negotiating, and conflict resolution; team player; can prioritize and manage multiple projects at a time; have a thorough understanding of Word and Excel programs; and maintains confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• To guide and assist the Foundation Director, Development & Community Relations Manager, Retail Operations Manager, and all Foundation staff with Friendliness, Energy, and Enthusiasm while ensuring high-quality service is presented and provided in a timely and courteous manner to all customers, donors, departments, and employees.
• Assists with projects and events, including fundraising activities, on-site setup, and post-event wrap-up. Communicates with vendors and conducts in-person soliciting. Performs various clerical duties, including but not limited to copying, filing, faxing, emailing, mailing, distributing copies, and answering the phone. Schedules appointments and screens prospective donors/vendors/ applicants. Respond to requests for information from various departments and orders, prepare and submit requisitions, maintain petty cash fund, and distribute supplies. Serves as the management information systems administrator of donor data bank and additional reports as requested and is responsible for maintaining records of all gifts, in-kind donations, grants, and donations made to the Key Center Foundation and any departments or programs of CCARC. Coordinates and implements appropriate and timely acknowledgments to donors and provides donation receipts as needed. Assists in implementing charitable planned giving projects. Assists with newsletters mailings and other mailings as assigned, including proofreading, transportation to the post office, assisting with folding, printing, and stuffing as needed, creating and scrubbing mailing lists, and repairing postal service forms.
• Compiles daily/weekly/monthly/quarterly/annual reports through POS, Excel, or other software and maintains maintenance logs for the entire department.
• Additional responsibilities include travels, as needed, to provide general support for the Foundation.
• Serves as a customer liaison to assist with customer needs, issues, or complaints; tracks and coordinates responses to ensure timely turnaround.
• Is cross-trained in all retail operational procedures, covers shifts within the department as needed, and assists in the development/coordination/ implementation/tracking dissemination of specialized training and required evaluations.
• Prepares, participates, and assists in conference calls/meetings; provides administrative support, including scheduling and documentation of the meeting, and provides reports in advance as directed.
• Ensures offices are kept neat and orderly; performs housekeeping duties, including but not limited to sweeping, dusting, vacuuming, and taking out the trash. Reports any facility maintenance or safety issues to ROM promptly.
• Provide staff training as necessary.
• Assist in donor/customer complaints and concerns.
• Performs other duties as required or assigned.

SUPERVISORY RESPONSIBILITIES

• Confers with the Foundation Director, Development & Community Relations Manager, and Retail Operations Manager in the event of anomalies.

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactory. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent certification; prefer one to three years related experience and/or training in areas of business administration.

CERTIFICATIONS, LICENSES, REGISTRATIONS

• Valid Florida driver's license and safe driving record.

LANGUAGE SKILLS

• Strong verbal and written communication skills are a must.

OTHER SKILLS AND ABILITIES

• Strong customer service skills, comprehend business related mathematics, highly motivated and positive individual, with a strong sense of urgency and initiative. Basic knowledge of Microsoft products, and extensive knowledge of Word, and Excel, also requires the ability to utilize other software such as point of sale and donor data bank. Ability to deal courteously, tactfully, and effectively with coworkers, management and the public. Ability to interact with people with disabilities in a manner which enhances their dignity, privacy and confidentiality. Ability to complete tasks on time or communicate issues/problems with the appropriate person. Capable of working a flexible schedule, understands that hours may include weekends, evenings, and holidays as needed. Adapts to "short notice" changes in work schedule. Ability to promote a safe working environment and to ensure that all safety procedures are followed. Ability to embrace change in support of the organization. Willingness to comply with in service, training or other mandates.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel object, tools, or controls. The employee is frequently required to sit, reach with hands, and arms, and talk or hear. The employee is required to stand; walk; climb or balance; and stoop; kneel; crouch or crawl.
• The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, peripheral vision and the ability to adjust focus.

Key training Center provides equal employment opportunities to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.