Administrative Assistant, Programs, William Penn Foundation

Posted by on August 13, 2012

Administrative Assistant, Programs, William Penn Foundation

Posted on: July 28, 2012

The program administrative assistant is the primary resource for the program, finance and grants management teams and other administrative staff to assure that all foundation and grant related activities are smoothly implemented and completed. Must have a working knowledge of the Foundation’s grant making process and know how to apply it to actual work. This person must also have the ability to communicate on a professional level externally with grantees and internally with staff.

Program Management:

Administration: Responsible for all facets of administrative support for the program team. This includes telephone calls, administrative work, projects, maintaining calendars, preparation of spreadsheets, charts, graphs etc.

Manages and updates program area budgets, update pending, committed and paid amounts as well as tracking “pipeline” projects.

Generates reports from GIFTS or other relevant databases and creates professional reports using spreadsheets, charts and graphs as needed.

Manages and monitors workflow of part-time, temporary interns assigned to each program area.

Manages program staff activities such as travel, conference registrations and other meeting arrangements.

Arranges meetings (including AV/Food & Beverage) and takes lead in convening large group meetings and discussions. Completes necessary documentation. Manages calendars and contacts electronically for the program staff.

Drafts routine correspondence as needed

Filing, handling the creation and filing of grant files and filing reports and materials as hard copies arrive.

Event RSVP’s and conference registration

Additional Responsibilities:

As a member of the office administration team, serve as back-up and support to the executive assistant to the president and administrative staff for various administrative duties.

Experience and Abilities:

Bachelor’s Degree or equivalent combination of education and experience preferred.

Must have at least five (5) years of related experience as an executive administrative assistant

Must be technologically proficient in Microsoft operating system, office products and relational databases.

Intermediate to advanced level PowerPoint / Excel skills necessary (ability to generate charts, grafts etc in both products)

Experience with GIFTs or equivalent grant tracking software a plus

Demonstrated Capabilities/Competencies

Strong written, proofreading, and verbal communication skills.

Demonstrated detail-orientation

Must be able to manage multiple projects and meet deadlines

Well-developed set of organizational, analytical, and problem-solving skills

Possess strong time management skills; ability to work as a team member and independently in a changing environment; be flexible, reliable, and self-motivated

Ability to handle confidential and sensitive information and documents

Proactive, with a strong ability to take initiative

Dependable, with strong work ethic and personal integrity

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