Assistant to the Deputy General Secretary for Programs, American Friends Service Committee (AFSC)

Posted by on July 11, 2011

Assistant to the Deputy General Secretary for Programs, American Friends Service Committee (AFSC)

Posted on: June 28, 2011

Position Summary

The Assistant to the Deputy General Secretary for Programs (DGSP) is responsible for managing the Office of the DGSP, including daily and long-term activities; helping to prepare and monitor the budgets of the office and the monitoring of all budgets in the division; overseeing the logistical support of various board committees and subcommittees; providing general executive administrative support to the DGSP.

SUMMARY OF THE DEPARTMENT: The Deputy General Secretary for Programs provides general program leadership and administrative oversight for the Programs Division of the AFSC, which includes both U.S. and international programs. The Office of the DGSP provides staff support to the Strategic Planning Committee and the Board Program Committee.
Responsibilities

ESSENTIAL FUNCTIONS/RESPONSIBILITIES: The key responsibilities of the Assistant to the DGSP include the following:

1. Provide primary administrative support and coordination for the DGSP including travel schedule and the drafting, preparation and dissemination of correspondence, agendas, and other appropriate information.
2. Establish a workflow system for the DGSP that creates swift, error-free turnaround and follow-up, as well as a workable system for prioritizing projects with the DGSP.
3. Consult with the DGSP on issues of importance within AFSC and take on new projects and assignments as necessary.
4. Act as a liaison with staff and staff groups such as the Programs Leadership Team and the Global Program Planning Group.
5. Manage workflow of the Office of the DGSP.
6. Develop and maintain effective communications and a hospitable work environment in the Programs Division.
7. Attend meetings of the Programs Leadership Team and the Global Program Planning Group as needed. Develop system for taking and maintaining decision minutes.
8. Responsible for office supplies, maintaining sufficient quantities for on-going use, tracking expense against budget, ordering new supplies and purchasing new items as necessary.
9. Responsible for and serves as primary contact for accommodation and food vendors for numerous meetings hosted by the DGSP and board committees for which the DGSP serves as staff support.
10. Prepares processes and tracks travel expense reports, vouchers and check transmittals for staff, and committee members.
11. Receives and opens all mail and sort and process all payments received in the Office of the DGSP.
12. Receives visitors and phone calls in the Office of the DGSP. Serves as primary point of contact, provides information and redirects calls as necessary.

Qualifications

EDUCATION: Associate’s degree or equivalent required, baccalaureate degree preferred.

EXPERIENCE: At least five years of progressively responsible and comprehensive work experiences that are similar to the functions and responsibilities described above.

OTHER REQUIRED SKILLS AND ABILITIES:

1. Must be highly organized and detail-oriented with demonstrated ability to take initiative within established guidelines, exercise sound judgment, and complete work independently in an environment of changing priorities. Must be able to meet deadlines.
2. Advanced skill in use of software applications, especially word processing, database and electronic mail. Experience with PowerPoint and Raiser’s Edge is desirable. Must be willing to learn other software applications as appropriate.
3. Dependability in meeting regular work hours and the flexibility to work overtime hours. Must be able to attend weekend and evening meetings and travel as needed.
4. Demonstrated experience and skill in taking notes and writing minutes. Must be able to edit copy and compose letters, etc.
5. Demonstrated ability to maintain confidentiality.
6. Demonstrated ability to communicate well orally and in writing. Skill in tactful, gracious communication in person and on the phone.
7. Commitment to Quaker values and testimonies. Understanding of and compatibility with the principles and philosophy of the American Friends Service Committee including non-violence and the belief in the intrinsic worth of every individual.
8. Understanding of and commitment to the principles, concerns, and considerations, of AFSC in regard to issues of race, class, nationality, religion, age, gender and sexual orientation, and disabilities. Demonstrated ability to work and communicate with diverse staff and public.
9. Experience with the American Friends Service Committee and/or the Religious Society of Friends desirable.
10. Ability to work in a diverse setting of staff, Board, Corporation and committee members.
11. Demonstrated ability to work independently and as part of a team.

The American Friends Service Committee is a Quaker organization, which includes people of various faiths who are committed to social justice, peace, and humanitarian service. Its work is based on the Quaker belief in the worth of every person and faith in the power of love to overcome violence and injustice.

Compensation: Compensation: Salary Range # 14 – Exempt – Comprehensive medical and hospitalization plan; term life, accident and salary continuation insurances, defined benefit pension plan, plus fringe benefits; participation in unemployment and worker’s compensation and social security.

The American Friends Service Committee is an Affirmative Action/Equal Opportunity Employer. Qualified persons are encouraged to apply regardless of their religious affiliation, race, age, sex, gender identity, sexual orientation or disability.

The AFSC National Office is a unionized workplace, represented by District Council 47 of the American Federation of State, County and Municipal Employees, AFL-CIO. This is a confidential position, and is not represented.

The American Friends Service Committee is a smoke-free workplace.

How to apply:

https://jobs-afsc.icims.com/jobs/1211/job