Easter Seals Jobs

The Administrative Assistant will provide budget, project management, and secretarial support to the Director and Leadership Team as well as Career Services staff members as needed. Primary responsibilities of this position include clerical duties such as e-filing and relaying messages; processing and disseminating information to internal and external constituents; assisting in managing the office; handling personnel and human resources paperwork; collecting and analyzing data and preparing fiscal and budgetary reports. A successful candidate will love working in a fast and changing environment, have strong skills in budgeting, Excel, have excellent written and verbal communication skills, is excellent at conflict management and problem solving, loves working with people, and will be very detail oriented.

Clerical Tasks

- - Provide backup coverage for Staff Career Services Front Desk. - Assist the Career Services Director by maintaining calendar and anticipating, planning, and scheduling internal and external commitments. - Manage deadlines and projects directed by Student Success AVP Admin. - Oversee administrative tasks for onboarding and offboarding. - Maintain an inventory of all equipment used in the department. - Order office supplies, equipment, keys, and reserve motor pool vehicles, when necessary, - Perform clerical functions such as filing, photocopying, printing, scanning, mailing or emailing constituents, making purchases, scheduling meeting spaces, and organizing or re-arranging the department's physical space. - Perform receptionist duties such as screening calls and taking messages, maintaining confidential information, entering data, researching solutions, gathering information, making referrals, and distributing mail. - Assist with event coordination. - Manage professional development requests including in or out-of-state travel accommodations and paperwork. - Manage Career Services email inbox and voicemails.

• Fiscal Budget

  • Prepare monthly fiscal budget reports for Career Services Director.
  • Manage large scale budgets (Campus Internship Program and Job Fairs).
  • Manage grant budgets.
  • Establish effective bookkeeping practices to monitor and maintain detailed knowledge of the department's revenue and base budgets via Excel and online systems.
  • Process fiscal and budgetary paperwork, which may include requisitions, purchase orders, reimbursements, transferring funds, reallocations, purchasing card statements, vouchers, grants, and other expenditures.
  • Support employer programs and budgets.
  • Assist in the budget reconciliation process.

• Office Support

  • Inform and train Career Services staff of appropriate office and college procedures, processes, or protocols.
  • Provide coverage of the main reception desk and assist students and guests.
  • When necessary, replace office equipment, such as computers, laptops printer, tablets, furniture, emergency kits, and day-to-day supplies.
  • Manage the filing and indexing of both digital and hard copy documents.
  • Fill out and submit the appropriate forms to ensure staff have proper access and clearance to websites, software, equipment, rooms, and other things they need to perform their duties.
  • Support and purchase staff retreats, celebratory cards, and any morale related items.
  • Serve as a member of the leadership team by role modeling positive behaviors and holding team members accountable to team values.

Collect and Disseminate Information

• Assist the Career Services Director prepare for meetings by collecting and/or researching related information, maintaining relevant files, and briefing them on important matters.
• Research, compile, and disseminate verbally or electronically informati n to the Career Services team.
• Keep accurate and complete records of staff and selected committee meetings by taking effective meeting minutes/notes.
• Respond to a wide range of telephone, electronic and in-person inquiries or problems presented by students, staff, other SLCC departments and the general public.
• Collect and report on office data for annual reports.

• Other duties as assigned.