Senior Administrative Support Specialist at Jobisite / America Jobs

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Senior Administrative Support Specialist

at Jobisite in Oregon

The Senior Administrative Support Specialist is responsible for executing support activities for our national program team. This position organizes and anticipates the needs of the team and takes the initiative to support and seek out solutions. The Senior Administrative Support Specialist understands, supports, promotes and clearly articulates Friends of the Children’s mission, vision, values, and principles in daily interactions with internal and external customers

This position will be mostly remote, with approximately 25% of the time in the Portland, OR office.

Want to know more? See the job description below:

Essential Functions and Responsibilities:

Provide general administrative support to the Program Team including, but not limited to:
Compile, draft, edit and/or transcribe documents, including written and email correspondence, reports, graphs, PowerPoint presentations and marketing materials.
Prepare presentations for review by executives.
Manage communications, take complete and accurate telephone messages and follow up or resolve, as appropriate. Retrieve voicemail and email messages and follow up or resolve.
Manage organizational and executive calendars.
Schedule and organize internal and external meetings as assigned. Take, transcribe and publish minutes.
Establish and maintain effective filing systems.
Prepare materials for trainings.
Facilitate communication and cultivate relationships by acting as a liaison with chapters, volunteers, staff and others to ensure effective communication and relationships with all constituencies.
Greet and assist staff and visitors with a positive and welcoming demeanor. Provide tours and distribute organizational information to visitors or others, as requested. Develop working knowledge of the Friends of the Children program to effectively communicate the organization’s history and answer questions about the program
Support Expansion efforts through:
Managing the calendaring of launch call meetings
Assist scheduling onboarding calls for new site staff
Notes and action items from Launch Calls
National Board Support
Assist with planning and preparation and supporting executive Director/Board Chair Summit as needed.
Support the entering of expenses for Chief Program Officer
Support, manage, and implement Internal Trainings - New Friends Training, Darkness 2 Light, Efforts To Outcomes, Program Director Training, Child Selection
Increase capacity to have opportunity to be more innovative in trainings
Research and coordinate new trainings that could be outsourced or brought to National team and/or network
Assist in the support of the Friends Learning Academy
Quality Improvement work support
Manage and prepare of the following meetings: Program Team Weekly Meeting, Monthly 2Gen User Group Meeting, Monthly Foster Care Call, and Monthly Network Program Director Call.
Prepare the meeting agenda,
Take notes and action items
Strategic lead-up or follow-up.
Grant Monitoring:
Assist the program team to ensure fidelity across chapters and identify areas of concern.
Assist in the creation of grant packets & documents to be sent for signature.
Support collaboration between the Program & Development/Marketing teams
Prepare for and provide support for interdepartmental meetings such as the Quarterly Program Development and Marketing Team Meetings
Facilitate and inspire collaboration and effective team building across teams.
Facilitate communication and cultivate relationships by acting as a liaison with chapters, volunteers, staff and others to ensure effective communication and relationships with all constituencies.
Chapter Support – proactive communication of trainings, due dates, & other pertinent information. Attention to detail and follow up to ensure success.
Organization and support of in-person/virtual Convenings such as Opportunity for Friends or Program Director Summit
Provide support for and ownership of tasks related to ad-hoc projects (ex. FII Funding to Families, Masterclass passes, etc.)
In partnership with leadership and HR:
Develop and facilitate teambuilding and training to address team member needs
Identify and make or facilitate relevant updates when needed. Complete other projects and tasks as assigned
Reference : Senior Administrative Support Specialist jobs

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