Job Details

The Administrative Specialist is responsible for organizing and coordinating day to day office functions, administrative services, facilities, and board relations to ensure organizational effectiveness and efficiency. The Administrative Specialist ensures that the Community Foundation’s everyday activities run smoothly. The Administrative Specialist will report directly to the Administrative Services Manager and work closely with all staff to meet organizational needs. This is a full-time non-exempt position.

Scope of Responsibilities

Administration

• Collaborate with the Administrative Coordinator and serve as back-up receptionist as necessary.
• Implement, direct, and coordinate administrative support services: security and office health, mail regulations and distribution, records management, meeting logistics and board meeting support.
• Receive mail and record all donations daily in the Cash Receipts Journal (Excel), enter new profiles in FIMS database.
• Maintain Emergency and Disaster Preparedness manual updates and emergency software, monitor the CFMC offices to ensure there is a safe, secure, and well-maintained environment.
• Update procedure manuals, documents and new hire orientation binders as needed.
• Oversee and manage the details for the foundation’s internal meetings. This includes room AV functions, special services (catering, audio/visual, specialized materials). Assist with CNE and other departments events as needed.
• Maintain and oversee a comprehensive filing system for the Foundation’s electronic and paper communication, records, and document storage. Follow the document retention schedules and policies to ensure the protection and security of files and records. Organize annual document purging & retention schedule, shredding & cleanup.
• Assist staff with special projects, such as mailings, copying, collating, and preparing materials for distribution at meetings or special events.
• Participate as needed in special department/organizational projects.

Executive Administrative Support for Board of Directors and Committees

• Assist President/CEO with the work of the Board and Executive Committees.
• Arrange monthly board meetings and annual retreats, i.e., location, food, technology, and other support.
• Create monthly board meeting agendas and packets, attend, and write board meeting minutes.
• Maintain Board Web Portal information.
• Maintain former board archives and affiliation codes in FIMS, update committees annually, maintain conflict of interest and confidentiality policies.
• Order gifts and awards for board appreciation.
• Administer board and committee calendars—scheduling, notices, and related communications.
• Maintain board records, governing documents, policies, rosters, and orientation handbooks.
• Assist Philanthropic Services with Affiliate Fund board support and development-related activities, as needed.

Operations/Facilities

• Monitor the interior of the offices and recommend repairs, as necessary. Act as the main contact for outside vendors.
• Maintain office equipment, communicate with cleaning, landscaping, copier services and HVAC vendors as needed.
• Train new staff on office equipment. Distribute building access codes, network access and mobile devices.

Technology

• Understand VOIP phone systems and mobile communication.
• Update staff, committee, and board Outlook email distribution lists.
• Assist with editing/updates of key information on website.
• Oversee and maintain conference room set up and AV equipment.
• Coordinate with Data Manager, to ensure smooth network, computer, peripheral equipment, and internet performance.
• Participate on process assessment team to improve workflow, services, and Foundation processes.
• Coordinate implementation of new equipment upgrades as approved by senior staff.

This position description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.

MINIMUM QUALIFICATIONS

• Bachelor’s degree or equivalent experience.
• At least three years of complex administrative and office logistics experience.
• Computer literacy in MS Office 365 required including SharePoint, Outlook, Word, and Excel. Advanced Excel and data entry experience preferred.
• Requires excellent written and verbal communication skills.
• Good planning, logistics and organizational skills.
• Advanced working knowledge of office equipment, document production, retention, and mailing services.
• Ability to maintain strict confidentiality.
• Ability to document plans, write reports and procedures.
• General understanding of facilities maintenance.
• Well-developed interpersonal and communication skills
• Strong time management skills and multitasking ability.

Physical and Environmental Conditions:

This position is an active position that may occasionally require physical effort lifting and moving items. Strength and flexibility to work at a desk for up to five hours and access items on shelves and files located 0 to 60 inches above the floor.