WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Executive Assistant FLSA Status: Exempt Department: Administration Reports To: Chief Executive Officer & Chief Operating Officer Typical Workdays: Monday – Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of five (5) years of related experience working as an Administrative Support professional reporting to senior management required. Minimum of three (3) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Executive Assistant will provide executive-level support for the Chief Executive Officer (CEO) and the Chief Operating Officer (COO). This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS BOARD LIAISON:
Serve as liaison to three (3) Boards of Directors, regularly communicating with the Boards and providing information as needed.
Perform coordination duties for Committees, Boards and other meetings to include preparing agendas; recording, transcribing, and distributing minutes; keeping track of attendance; preparing meeting packets; and arranging for meeting space and food delivery; and also keeping the Board Directory up to date.
Conduct research, compile data, and prepare papers for consideration and presentation by Executives, Committees, and Boards of Directors.
Meet with individuals, special interest groups, and others on behalf of Executives, Committees, and Boards of Directors.
Other pertinent and appropriate duties as assigned.
ADMINISTRATIVE SUPPORT
Organize and schedule internal and external meetings and events.
Efficiently and expeditiously manage the CEO’s schedule to ensure stakeholder needs are being met and activities are coordinated in a timely manner.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, make arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Work directly with Board Members, Committee Chairs and senior staff to organize and coordinate meetings, reports, address needs and concerns in a professional manner.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
EXECUTIVE SUPPORT:
Advise the CEO and COO on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the CEO’s and COO’s calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the CEO’s and COO’s plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the CEO and/or COO during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the CEO & COO are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the CEO & COO on all matters.
Represent the CEO & COO at community and business functions.
Manage various special projects as assigned by the CEO & COO.
Keep track of the CEO’s and COO’s expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the supported executive.
Other pertinent and appropriate duties as assigned.
CUSTOMER SERVICE
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of five years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of 3 years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite required.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
Aug 09, 2021
Full time
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Executive Assistant FLSA Status: Exempt Department: Administration Reports To: Chief Executive Officer & Chief Operating Officer Typical Workdays: Monday – Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of five (5) years of related experience working as an Administrative Support professional reporting to senior management required. Minimum of three (3) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Executive Assistant will provide executive-level support for the Chief Executive Officer (CEO) and the Chief Operating Officer (COO). This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS BOARD LIAISON:
Serve as liaison to three (3) Boards of Directors, regularly communicating with the Boards and providing information as needed.
Perform coordination duties for Committees, Boards and other meetings to include preparing agendas; recording, transcribing, and distributing minutes; keeping track of attendance; preparing meeting packets; and arranging for meeting space and food delivery; and also keeping the Board Directory up to date.
Conduct research, compile data, and prepare papers for consideration and presentation by Executives, Committees, and Boards of Directors.
Meet with individuals, special interest groups, and others on behalf of Executives, Committees, and Boards of Directors.
Other pertinent and appropriate duties as assigned.
ADMINISTRATIVE SUPPORT
Organize and schedule internal and external meetings and events.
Efficiently and expeditiously manage the CEO’s schedule to ensure stakeholder needs are being met and activities are coordinated in a timely manner.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, make arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Work directly with Board Members, Committee Chairs and senior staff to organize and coordinate meetings, reports, address needs and concerns in a professional manner.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
EXECUTIVE SUPPORT:
Advise the CEO and COO on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the CEO’s and COO’s calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the CEO’s and COO’s plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the CEO and/or COO during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the CEO & COO are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the CEO & COO on all matters.
Represent the CEO & COO at community and business functions.
Manage various special projects as assigned by the CEO & COO.
Keep track of the CEO’s and COO’s expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the supported executive.
Other pertinent and appropriate duties as assigned.
CUSTOMER SERVICE
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of five years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of 3 years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite required.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
Aug 09, 2021
Full time
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
Department
The John & Mable Ringling Museum of Art is located in Sarasota, Florida. Want to learn more about The Ringling? Website | Facebook | Twitter | Instagram | Flickr | Pinterest | YouTube
Equal Employment Opportunity
The Ringling is an Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Action employer with a strong commitment to diversity and inclusion. As such, we are always seeking individuals dedicated to innovation and excellence. A successful candidate will work effectively, respectfully, and collaboratively in a diverse, multicultural, and inclusive setting. We especially encourage applications by individuals from underrepresented groups, with a demonstrated commitment to a culturally and intellectually diverse workplace. Should you require accommodations for the application or interview processes, please email employment@ringling.org or call 941-359-5700 (ext. 1-2605). Learn more about our commitment to Diversity and Inclusion:
FSU's Equal Opportunity Statement
FSU Diversity & Inclusion Statement
FSU Strategic Plan
Ringling Strategic Plan
Responsibilities
Responsible for care and management of The Ringling’s Collections. Provides oversight of the Registration and Exhibition Design/Preparation departments. Develops, interprets, and implements associated policies and procedures. Develops and monitors budgets and emergency plans. Serves on Disaster Planning and Response Team. Serves as liaison to the Collections Committee of the Board. Collaborates closely with the Conservation department to ensure the care of collections items. Oversees coordination logistics for national and international traveling exhibitions and loans. Monitors climate control; environment; and maintains objects files. Oversees collections. Monitors registration system and collections' data integrity. Oversees the Rights and Reproductions Department. Oversees installation scheduling and Exhibition Design & Preparation budget. Assists in planning and exhibition installation. Monitors gallery maintenance schedule. Contributes to education mission by supporting and/or supervising Internships and Fellowships, tours, lectures, and training. Responds to scholars' requests for information related to collections or exhibits. Regularly uses motorized vehicles in daily work. May be required to travel (nationally or internationally) to serve as a Museum courier. Assignments are based on the needs of the Museum. Courier training and certification is required prior to the incumbent serving in this capacity. Please note that this position reports to the Associate Director of Academic Affairs and Collections.
Qualifications
Master's degree and four years of experience or a Bachelor's degree and six years of experience.
Background or education in Collections Management, Museum Studies, Art History, Archives, or Library Science.
Experience supervising and training employees.
Experience with Microsoft Office Suite (Word, Excel, Outlook) and other applicable computer applications.
Knowledge of and the ability to apply the processes, procedures, and methods used in museum operations.
Knowledge of the concepts, principles, and practices of collections management to include proper handling, installation, preservation, and/or maintenance.
Valid Florida driver’s license or ability to obtain prior to hire.
Helpful
Please note while these skills are helpful, they are not required for consideration:
Experience working with The Museum System (TMS) and other applicable computer programs.
Experience as a Museum Registrar.
Knowledge of art exhibition design and gallery preparation.
Advanced art handling experience to include knowledge of current object storage and environmental management.
Knowledge of contracts and insurance related to traveling exhibitions and loans.
Contact Info
For more information, or for technical assistance, please contact Ringling Human Resources at (941) 359-5700 ext. 2605 or employment@ringling.org .
University Information
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news! Learn more about our university and campuses.
Anticipated Salary Range
Anticipated hiring range of mid-$50,000s to mid-$60,000s, commensurate with skills, education, and experience.
Pay Plan
This is an A&P (Administrative and Professional) position.
FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
Schedule
The primary working hours for this position are Monday through Friday between 8:00 am to 5:00 pm, with a one hour meal period. The incumbent may be required to work evenings, weekends, or holidays based on the needs of the Ringling.
Criminal Background Check
This position requires successful completion of a criminal history background check, to include fingerprinting. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11 .
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Apr 08, 2021
Full time
Department
The John & Mable Ringling Museum of Art is located in Sarasota, Florida. Want to learn more about The Ringling? Website | Facebook | Twitter | Instagram | Flickr | Pinterest | YouTube
Equal Employment Opportunity
The Ringling is an Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Action employer with a strong commitment to diversity and inclusion. As such, we are always seeking individuals dedicated to innovation and excellence. A successful candidate will work effectively, respectfully, and collaboratively in a diverse, multicultural, and inclusive setting. We especially encourage applications by individuals from underrepresented groups, with a demonstrated commitment to a culturally and intellectually diverse workplace. Should you require accommodations for the application or interview processes, please email employment@ringling.org or call 941-359-5700 (ext. 1-2605). Learn more about our commitment to Diversity and Inclusion:
FSU's Equal Opportunity Statement
FSU Diversity & Inclusion Statement
FSU Strategic Plan
Ringling Strategic Plan
Responsibilities
Responsible for care and management of The Ringling’s Collections. Provides oversight of the Registration and Exhibition Design/Preparation departments. Develops, interprets, and implements associated policies and procedures. Develops and monitors budgets and emergency plans. Serves on Disaster Planning and Response Team. Serves as liaison to the Collections Committee of the Board. Collaborates closely with the Conservation department to ensure the care of collections items. Oversees coordination logistics for national and international traveling exhibitions and loans. Monitors climate control; environment; and maintains objects files. Oversees collections. Monitors registration system and collections' data integrity. Oversees the Rights and Reproductions Department. Oversees installation scheduling and Exhibition Design & Preparation budget. Assists in planning and exhibition installation. Monitors gallery maintenance schedule. Contributes to education mission by supporting and/or supervising Internships and Fellowships, tours, lectures, and training. Responds to scholars' requests for information related to collections or exhibits. Regularly uses motorized vehicles in daily work. May be required to travel (nationally or internationally) to serve as a Museum courier. Assignments are based on the needs of the Museum. Courier training and certification is required prior to the incumbent serving in this capacity. Please note that this position reports to the Associate Director of Academic Affairs and Collections.
Qualifications
Master's degree and four years of experience or a Bachelor's degree and six years of experience.
Background or education in Collections Management, Museum Studies, Art History, Archives, or Library Science.
Experience supervising and training employees.
Experience with Microsoft Office Suite (Word, Excel, Outlook) and other applicable computer applications.
Knowledge of and the ability to apply the processes, procedures, and methods used in museum operations.
Knowledge of the concepts, principles, and practices of collections management to include proper handling, installation, preservation, and/or maintenance.
Valid Florida driver’s license or ability to obtain prior to hire.
Helpful
Please note while these skills are helpful, they are not required for consideration:
Experience working with The Museum System (TMS) and other applicable computer programs.
Experience as a Museum Registrar.
Knowledge of art exhibition design and gallery preparation.
Advanced art handling experience to include knowledge of current object storage and environmental management.
Knowledge of contracts and insurance related to traveling exhibitions and loans.
Contact Info
For more information, or for technical assistance, please contact Ringling Human Resources at (941) 359-5700 ext. 2605 or employment@ringling.org .
University Information
One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news! Learn more about our university and campuses.
Anticipated Salary Range
Anticipated hiring range of mid-$50,000s to mid-$60,000s, commensurate with skills, education, and experience.
Pay Plan
This is an A&P (Administrative and Professional) position.
FSU Total Rewards
FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs. Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.
Schedule
The primary working hours for this position are Monday through Friday between 8:00 am to 5:00 pm, with a one hour meal period. The incumbent may be required to work evenings, weekends, or holidays based on the needs of the Ringling.
Criminal Background Check
This position requires successful completion of a criminal history background check, to include fingerprinting. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11 .
How To Apply
If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.