Administration Specialist

 
 

Position

This position is responsible for supporting and executing shared and centralized administrative functions across Jubilee REACH, including our workflows/processes, technology, planning, and support for human resources. This role also directly supports Jubilee REACH’s Executive Director in managing schedules, commitments, and communications.

Responsibilities
This role has 3 main areas of responsibility: Administration, Human Resources, and Supporting the Executive Director

Administration Responsibilities:

  • Contribute to the development and implementation of new and improved workflows/processes to improve productivity and collaboration, and to support new initiatives

  • Manage secure access to the Jubilee REACH Center, Key Assets, and Systems

  • Update and maintain security codes and keys, and laptop sign in/sign out system

  • Maintain master database/spreadsheet of staff for reporting purposes

  • Technology Management and Support:

    • Working with vendors and others, implement and manage communication solutions

    • As directed by the Executive Director, manage technology solutions and vendors to optimize our productivity and collaboration through best-in-class platforms while keeping our acquisition, maintenance, and support costs low

    • General troubleshooting for JR laptops, printers, and peripherals, escalating as necessary

    • General troubleshooting for internet, phone, and other technology services, escalating as necessary

  • Serve as a main point of contact for the Jubilee REACH Center:

    • Public utilities such as internet and phone providers

    • Renters and building usage, prepare building use agreements as necessary

    • Building emergencies during operating hours

  • Process and deposit receivables, maintaining confidentiality and accuracy

  • Second floor front desk support

Human Resource Responsibilities:

  • Facilitate changes in policies and guidelines in the Employee Handbook

  • Working alongside other HR trained staff, conduct follow up investigations

  • Conduct social media audits as needed

  • Recruiting and screening process

  • Employee onboarding and offboarding

  • Coordinate organizational trainings for new and existing staff

  • Point of contact for JR policies and practices for staff and candidates

  • Identify development resources to support organizational learning needs

Assistant to the Executive Director:

  • Manage the Executive Director’s calendar:

    • Set meetings and appointments, prioritizing urgent and sensitive matters

    • Secure and prepare meeting spaces including in-person and virtual participation

    • Schedule staff and other meetings and sending meeting invites to all attendees on the Executive Director’s behalf

  • Organize and prepare the Executive Director’s meeting documents as needed:

    • Pre-meeting communications attendee notifications, agendas, and meeting content

    • Manage the distribution of content and logistics for Board of Directors

  • Provide administrative assistance:

    • As assigned, draft and edit emails, make copies, scan and save documents, draft memos, and prepare communications on the Executive Director’s behalf

    • Maintain subject files as assigned

Qualifications

  • Bachelor’s degree

  • 5 years of office management experience preferred or equivalent

  • 5 years of experience or equivalent as an administrative assistant in a fast-paced work environment

  • 2-5 years of experience or working knowledge in Human Resources

  • Availability of working evenings and weekends as needed

  • Pass National and State (WSP) background check and reference check

Skills

  • Excellent in written and oral communications

  • Excellent listening skills

  • Excellent organizational skills and ability to prioritize and meet deadlines

  • Proficiency in Microsoft Office platforms

  • Proven ability to support staff and participate in department activities while executing daily assigned tasks

  • Ability to work independently and as part of a team

  • Ability to foster collaboration, build teamwork, and relational trust in representing Jubilee REACH

  • Ability to work on multiple projects at once, prioritize, work independently, and problem solve

  • Ability to operate well in fast-paced work environment

  • Spanish language skills a plus

Salary Range: $48,400-$60,500 a year plus benefits

 
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