Job Title: Administrative Support Specialist
FLSA Status: Full time/Non-Exempt
General Position Purpose Statement
The Administrative Support Specialist provides a full range of administrative support services to Support to Service Providers (SSP) and Prevention departments at the Texas Council on Family Violence. The Administrative Support Specialist reports directly to both the SSP and Prevention Directors, and is an equal-time shared position between the two departments.
- Provide administrative support, including:
- Assist with the compilation of and/or ordering of materials, toolkits, manuals and other materials and supplies;
- Assist in developing and maintaining administrative files including files documenting Continuing Education Units;
- Create and manage listservs;
- Conduct research and prepare summaries and/or reports of findings;
- Support staff by scheduling internal or external meetings, making travel and lodging arrangements and organizing travel folders;
- Prepare administrative documents as required, including composing and processing correspondence, memos, and reports and responding to correspondence in a timely manner;
- Assist in managing personnel and fiscal records such as credit card purchases, travel information;
- Maintain confidentiality of all information processed;
- Participate in planning, development, and implementation of special projects;
- Take and transcribe minutes as needed;
- Attend required meetings and other events as assigned;
- Relieve the Receptionist as needed, including taking messages for staff, greeting visitors, and processing daily mail in accordance to established procedures;
- Coordinate logistics for conferences and events which includes setting up registration, tracking attendees, purchasing and packing supplies, maintaining conference and training inventory;
- Manage databases and assist in maintaining hard-copy/electronic data that contains information about constituents, conference logistics, presenters and presenters’ agreements, participants, participant stipends, Banquet Event Orders (BEOs);
Other projects and responsibilities may be added and/or changed at the discretion of the SSP/Prevention Directors.
Job Requirements and Responsibilities
- Ability to manage time and complete multiple activities and projects within given time frames.
- Excellent organizational, record-keeping, and independent job-structuring skills.
- Ability to maintain strict confidentiality of employee, donor, funders, and constituent information.
- Strong written and oral communication skills with excellent grammar and spelling.
- Demonstrated typing and word processing skills.
- Proficient to expert skills working with Microsoft Office Suite, including Word, Outlook, Excel and Power Point
- Proficient at Raiser’s Edge software or willing to learn and become proficient within two months of hire.
- Experience in using office equipment including telephone systems, copiers, scanners, printers, fax, and postage machines.
- Experience in developing and managing a variety of paper and electronic filing systems.
- Experience in entry and compilation of numeric data for financial and statistical information.
- Ability to respond with sensitivity and awareness to those with diverse cultural, ethnic, social backgrounds, values, attitudes, and languages.
- A degree or associates degree in Business Administration Management, secretarial science or Administrative Assistance and two years of experience providing and administrative support.
- Or any combination of related education and experience with a documented record of the ability to perform duties and responsibilities of the position. (Equivalency formula: two years of experience is equal to one year of education.)
Additional Desired Skills
- Bilingual in Spanish and English
- Graphic Design or Desktop Publishing Skills
- Experience designing flyers and mail outs
Other Requirements/Working Conditions
- Availability to travel overnight if needed.
- Must have emotional and physical stamina to tolerate prolonged sitting or standing to deal with a variety of stressful situations, including responses to complaints and internal and external interactions, to effectively work long and at times odd hours, while maintaining a sense of humor.
- Works in a normal office environment, except while traveling, with minimum exposure to dust, noise, or temperature extremes. Requires bending, stooping, lifting and carrying objects up to 25 pounds, with or without accommodations.
The above statements are intended to describe the general nature and minimum level of work being performed. They are not intended to be construed as exhaustive of all duties, responsibilities and skills required for the position. The employee will be required to perform any other job-related duties as required by the job objectives, the CEO and mission and philosophy of TCFV. This description does not modify any employee’s at-will-status and is not a contract for continued employment of any duration.