Job Information
Boys and Girls Clubs of Puerto Rico ADMINISTRATIVE ASSISTANT in Loiza, Puerto Rico
TITLE: Administrative Assistant
AREA: Clubs
DEPARTMENT : Education
REPORTS TO: Educational Coordinator
STATUS: Full time - Hourly o Full time - Salary X Part Time - Hourly
CLASIFICATION (FLSA): Exempt X Non-Exempt
GENERAL DESCRIPTION: Provide administrative and clerical support for the operation of the project. Collaborate in the data collection, operational and programmatic compliance, and the reports process. Assist in the coordination of meetings, conferences, professional development, and working on special projects.
TASKS AND ESSENTIAL JOB RESPONSIBILITIES:
Perform clerical and administrative tasks.
Assists with project communication and documentation regarding the status of projects.
Scribing notes during meetings both internally and with external resources.
Collaborate in the follow-up process and meetings following operation procedures.
Ensures the collection of documents, folders, and both digital and hard copy documentation as required.
Collaborate in promotions and outreach initiatives to ensure participants' and families' orientations and recruitment.
Collaborate in the collection of data, analysis process, and results reports.
Assist in the communication of results and best practices of the programs and operation procedures.
Assists with overseeing the management of tasks related to project operations.
Assists in the supervision of readiness of facilities, safety, and other operation procedures.
Develop requisitions; manage budget and other financial process. Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and presentation software.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, events, and training.
Maintained office supplies and equipment, obtained quotations, and made purchased orders as needed.
Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly.
Assist in training staff members and new hires
Implement and monitor programs as directed by management, and see the programs through to completion.
Generate memos, emails, and reports when appropriate.
Collaborate in services coordination for maintenance of office equipment, including computers, copy machines, and others.
Maintain office supplies by checking inventory and ordering items.
Answer incoming calls and assume other receptionist duties when needed.
Perform any other task requested by the supervisor.
EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:
Bachelor’s degree in office systems, administration, education, or related areas required.
At least four (1) or more years of experience in related administrative areas.
Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Organizing, Planning, and Prioritizing Work — Develop specific goals and plans to prioritize, organize, and accomplish your work.
Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:
Normal internal office environment with some travel to Club locations across Puerto Rico. Availability to engage funders on evenings and weekends is a core part of this position. Frequent internal contact with employees throughout the organization is required.
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.
An Equal Employment Opportunity Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
