Office Administrator and Technology Specialist (Applications Support)

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Job Summary

Summary

Provides office management support through day-to-day office administrative support and acts as the point of contact for our technology vendors to assist with equipment inventories, implementation of new equipment and troubleshoot general IT challenges.

Job Responsibilities

Day to Day office management
•    Provides daily office administrative support such as managing calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
•    Coordinates all shipping and mailing to and from the office, including SBS annual shipping and development mailers
•    Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
•    Manage relationships and price negotiations with all landlords, vendors and service contracts, communicate all changes with Accounting
•    Responds to requests for materials on behalf of management
•    Answer Phones and manage general office voicemail
•    Open Mail and make Weekly deposits and submit documentation to accounting according to procedure

Technology and Applications
•    Assists with maintenance of data in databases inclusive of Salesforce, Datatude, and Redcap
•    Ensures operation of equipment through coordination with IT contractor; maintains equipment inventories; evaluating and implementing new equipment, systems and techniques.
•    Be able to troubleshoot general IT challenges on behalf of employees, including issues with phones, printers, scanners, Teams, Shares or Zoom.
•    Use various software, including word processing, spreadsheets, data software and presentation software to prepare reports and/or special projects
•    Serves as a liaison with staff and IT providers and consultants as needed
•    Maintain sensitive item lists for employees
•    Facilitates communication with agency staff concerning technology updates, changes or outages.

Board of Directors Support
•    Communicates directly, and on behalf of the CEO, as appropriate with Board members and donors.
•    Serves as the CEO’s administrative liaison to NTN’s Board of Directors (BOD)
•    Maintains discretion and confidentiality in relationships with all board members
•    Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings
•    Assists BOD Committee Chairs with meeting arrangements, minutes, etc.
•    Maintenance of all Board documents, including contact information and board manuals.

 

Travel and Logistics
•    Schedule and book travel for employees
•    Plan and execute logistics for all scheduling for quarterly site visits, management and team training.
•    Timely submission of travel documentation and paperwork to accounting

 

Other Duties
•    Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
•    Participate in major fundraising and development events benefitting NTN, community awareness events that promote the agency and programs, and program activities of the organization no matter the individual role
•    Represents the agency at community, civic or other public functions
•    Attend quarterly site visits in appropriate region as necessary
•    Follow organizational policies
•    Participate in agency ad-hoc committees as appropriate and needed
•    Other duties as assigned

 

Qualifications

QUALIFICATIONS  
•    Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
•    Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
•    Expert level written and verbal communication skills
•    Demonstrated proactive approaches to problem-solving with strong decision-making capability
•    Emotional maturity
•    A good balance between a resourceful team-player and the ability to be extremely effective independently
•    Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
•    Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
•    Forward looking thinker, who actively seeks opportunities and proposes solutions

 

EDUCATION and/or EXPERIENCE 
•    Minimum of 3-5 years progressive Administrative and Application support experience or a combination of education and experience to fit the job duties
•    Preferred strong work experience supporting C-Level Executives
•    Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe, and social media platforms
•    Preferred experience with Salesforce, Datatude or similar data tracking software.

 

TRAVEL 
Occasional out-of-town and overnight travel may be expected.

 

PHYSICAL DEMANDS & WORK ENVIRONMENT
The physical demands and work environment described is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and/or hear. The employee is occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to keyboard and do data entry at a computer. The employee is frequently required to drive, walk and climb stairs in the office and in a variety of community-based and home settings. The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include vision and ability to adjust focus. The employee must have access to reliable transportation. The work environment includes indoor office environments or comparable spaces, and community spaces. The noise level varies by sites and meetings.

While this description is intended to be an accurate reflection of the current position, it is not necessarily exhaustive of all task, duties efforts, or expectations of the position. Management reserves the right to revise or amend this description at any time. I understand fully and agree to accept the responsibilities of this job description.

Additional Information

Benefits

How to Apply

Apply online at

https://secure2.entertimeonline.com/ta/PCAT.careers?CareersSearch

 

Details

• Date Posted: October 25, 2021
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other
• Start Date: 11/15/2021
• Salary Range: 35,000-40,000
• Working Hours: 40 hrs/week