Administrative Assistant

Administrative Assistant Roles & Responsibilities

Introduction

Summit Future Foundation is a rapidly growing nonprofit organization whose mission is to empower youth and young adults to lead a meaningful and inclusive life by providing person-centered services and support to individuals and their families. The Administrative Assistant is a crucial part of our organization's mission fulfillment efforts.

Administrative Assistant Role:

The Administrative Assistant works alongside the Executive Director to facilitate the completion of administrative activities to support organizational operations including internal and external processes that result in efficiency at the administrative level, and quality service delivery at the program level. 

Administrative Assistant  Responsibilities:

The Administrative Assistant will maintain responsibilities in the areas of operations, outreach, and quality assurance. Effective organization, communication, and time management skills as well as the ability to manage multiple projects and problem solve key issues are professional skills needed for the completion of all Administrative Assistant responsibilities. 

   

The Administrative Assistant  shall exemplify leadership and innovation through the demonstration of professionalism both internally and externally. Professional expectations include organizational standards around competency, communication skills, conduct, and organizational culture.

 

Competency

• Demonstrates an understanding of, and exemplifies, the organization’s mission, vision and core values.

 

• Possesses an understanding of annual strategic and program engagement goals, as well as demonstrates skills needed to support internal and external efforts to achieve organizational goals. 

 

• Demonstrates an understanding of industry standard practices in the area of nonprofit administrative support.

 

Conduct

• Demonstrates a deep understanding of the organization’s policies and procedures and an ability to apply policies and procedures to practice in both service delivery and program management

 

• Strictly adheres to all policies and procedures as detailed in the employee handbook and the policies and procedures manual. 

 

• Maintains a schedule in alignment with employment status.

 

• Has not been engaged in disciplinary action such as written reprimand, or  implementation or performance improvement plan during review period.

 

Communication

 

• Demonstrates exceptional oral and written communication skills, including those that are; clear, correct, complete, concise and compassionate, both internally and externally. 

 

• Maintains professional relationships in accordance with organizational standards including; 

• Professional boundaries with coworkers, those we serve, and their families 

• Non discrimination or harassment, and 

• Non fraternization  

 

• Demonstrates effective internal and external communications.

 

Culture

• Promotes and maintains a company  culture that includes shared values, attitudes, behaviors, and standards that promote a positive work environment. 

 

• Ensures the work environment is one that is free from discrimination or harassment including

  • Aggression

  • Sexual Harassment 

  • Gossiping

  • Back Channeling

  • Harassment based on unlawful discrimination

 

• Fosters a work environment that promotes those working within it to feel welcomed, known, valued and encouraged to bring their whole, unique selves to work.

Administrative Assistant Responsibilities to Operations

 

Facilitate Intake, Implementation, and Discharge of Program Engagement for Those Served

• Process new and existing client data in the organization's information management system

• Import client service authorization information in the organization's information management system.  

• Conduct outreach to new clients served to facilitate the intake process

• Collect all required consent forms from those served at the time of intake and annually thereafter

• Report to program leadership the status of new and reauthorized clients in their programs

• Monitor the organization’s internal processes to ensure timeliness of service engagement

• Organize all service engagement documents provided by targeted case managers or other parties involved in the person served support system

• Facilitate discharge process for those whose services are being discontinued. 

 

Support Workforce Engagement Processes

• Facilitate new staff member on-boarding by 

  • Compile new hire handbook 

  • Process new and current employee background checks 

  • Process new hire I9 forms 

  • Manage personnel files within the organization's information management system including uploading all required personnel documentation

  • In the absence of the Executive Director, or at their request, conduct new employee orientation and policies and procedures training.

  • Conduct new hire Health and Safety training

• Monitor tenured employees training needs to ensure the staff member remains in compliance with all required trainings and the organization has on file all supporting training documentation. 

• Manage inventory and assignment of staff’s electronic devices, troubleshoot tech issues, and communicate with tech support vendors as needed.

 

Provide Support to the Organizational Leadership Team

• Attend monthly leadership meetings to

  • Draft meeting minutes

  • Report out on the effectiveness of the organization’s intake to implementation and discharge processes

  • Troubleshoot any leadership issues that may be impacting operations or program engagement for those served

   

Support organization digital and in-person outreach efforts

• Work collaboratively with the organizations design and marketing team in the development and implementation of marketing campaigns and materials

• Develop and Disseminate digital marketing outreach materials and campaigns including monthly newsletters and social media postings. 

• In collaboration with the design and marketing team, as well as other members of the administrative team, develop in-person outreach materials such as presentation slides, speaking notes, and other materials needed for in-person networking and outreach. 

• When applicable attend outreach events as a representative of the organization to provide day-of support.

Assist with Fund Development and Fundraising Activities

• At the direction of the Executive Director, support fund development and fundraising activities as needed. 

• Attend monthly special event planning meetings and provide support in collecting information regarding the event planning process.

• Provide support to the Development and Outreach Coordinator in the management of online auction software, including uploading auction library and other relevant information needed for event auction promotion

• Serve on the day of the event coordination team to assist with the management of event logistics and oversee all volunteers 

 

Serve as the organization's Health and Safety Officer

• Oversee the implementation of the organization’s health and safety plan 

• Ensure organizational adherence to health and safety requirements dictated by local, state, or federal agencies, including those that Summit Future Foundation provides contracted services.

• Maintain records related to health and safety plan and compliance.

• As needed provide detailed reporting regarding health and safety efforts and adherence. 

 

Facilitate the Organization of Quality Assurance Mechanisms

• Update Accreditation files in the organization’s internal records

• Monitor timelines dictated by the licensing and accreditation organizations

• Attend licensing or accreditation meetings, surveys or inspections to provide assistance with report as well as draft and disseminate meeting minutes

 

Qualifications

This role requires an experienced non profit professional who demonstrates exemplary organizational leadership skills. The ideal candidate will demonstrate the ability to promote interdepartmental support at both the administrative and programmatic level. Experience in successful nonprofit management support is essential. 

 

Classification

The Administrative Assistant is a full time, mid level, administrative position. This position reports directly to the Executive Director. This position also works closely with the Fund Development Committee Chair and other members of the program leadership team.