Administrative Associate
- Employer
- College Possible
- Location
- Milwaukee
- Salary
- Competitive
View more
- Industry
- Office and Administration
- Role
- Administrative
- Job Type
- Long-Term
- Hours
- Full Time
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Administrative Associate
College Possible Milwaukee
EMPLOYMENT Full-Time Non-Exempt
START
Immediate
LOCATION
Milwaukee, WI
REPORTS TO
Executive Director
About College Possible
College Possible is a growing nonprofit coaching students from low-income backgrounds to and through college to break the cycle of poverty and empower the next generation of leaders. Our model has earned national recognition: the inaugural Evergreen National Education Award recognized our leadership in increasing access to and success in college for students from low-income backgrounds. It also earns top-of-field results: a Harvard study found that the program more than doubles a student's chance of enrolling in a four-year college, and our students are four times more likely to become college graduates than their low-income peers. College Possible has a budget of $25 million, more than 140 full-time employees and more than 270 AmeriCorps and VISTA service members. During the 2020-21 school year, we will reach an estimated 20,000 students in 49 states, at more than 90 partner high schools and at nearly 600 colleges.
College Possible is committed to diversity, equity and inclusion, and seeks to build a diverse workforce to create impact in partnership with the communities we serve. We welcome a diverse pool of qualified applicants. For each of its positions, College Possible is mindful about what best serves our students, and seeks to hire staff with relevant experience, skills and aptitude, and a commitment to the power of education. To learn more, Diversity and Inclusion Plan.
Headquartered in Saint Paul, Minnesota, College Possible also operates in Philadelphia, PA; Chicago, IL; Milwaukee, WI; Omaha, NE; Portland, OR; and Seattle, WA; and has Catalyze partnerships in Minnesota, Iowa and Ohio.
To learn more, visit CollegePossible.org.
Your Role as Administrative Associate
The Administrative Associate is a full-time position that works closely with the Executive Director to ensure the College Possible MKE office runs professionally and efficiently. Duties include, but are not limited to, general office management, providing support for site level HR and Finance responsibilities, working/coordinating with third party vendor to ensure technology support for staff, organizing events and special projects as assigned by the Executive Director, providing support to the College Possible MKE senior leadership team, screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department, greeting guests to the office and managing the sign in/out process.
Essential Job Functions
Office Management: Coordinate all site office functions and maintenance needs. Attend monthly all-site Operations calls/meetings. Maintain all office equipment in proper working order, placing service calls as needed to ensure minimal disruption in operations. Collect and distribute all incoming mail and coordinate all outbound mail for the site. Oversee work study students and volunteers supporting reception and miscellaneous projects. Coordinate calendars for internal conference rooms and serve as point person for reserving building conference rooms. Coordinate all purchasing and receiving for the site in keeping with organizational policies. Monitor, maintain, track and order office supplies and equipment necessary for day-to-day use. Serve as primary point of contact for site property managers.
Customer Support: Screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department, ensuring that all calls are addressed in a prompt, professional and courteous manner. Greet guests to the office and ensure visitors are addressed in a prompt, professional and courteous manner. Manage the sign in/out process for visitors to the office.
Administrative Support for Site Senior Leadership: Maintain outlook calendars: scheduling and rescheduling internal and external meetings for Executive Director as well as Program Director and Development Director upon request. Assist in preparing agendas for senior leadership team meetings, all leadership team meetings, all-team meetings and board meetings. Assist with preparation of board meeting materials and scheduling of board committee meetings. Track expenses and prepare & code expense reports and credit card logs. Draft correspondence as requested. Special projects as assigned.
Site Level HR and Finance Responsibilities: Work with the National office HR team and Site Senior Leadership to ensure all new hire (Leadership Team and AmeriCorps members) processes and procedures are implemented appropriately and in a timely manner, and ensure that all off-boarding policies and procedures are followed and executed appropriately. Work with the National office finance team and Executive Director to review and update expense coding plan annually. Collect and review all expenses and credit card logs in accordance with national office policies monthly to ensure proper account coding and submit to the national finance team. Manage all accounts payable requests while maintaining a spreadsheet of all budget related spending at the site. Participate in monthly budget review with Executive Director and assist with the preparation of budget materials for the annual budgeting process.
Technology Support: Train Leadership Team members and AmeriCorps members in any technology related areas. Provide timely in-office support as needed for minor issues with equipment or software (e.g. printer jams, toner replacement, postage machine, etc.). Provide a bridge between the MKE team and either the National office or our third party tech support vendor as appropriate. Work with the national office team and Executive Director, annually, to assess tech, hardware and software needs and order appropriate supplies and support as needed.
Plan Special Projects and Events: Work with the Executive Director to create and manage or support project plans for events including but not limited to; team retreats, holiday events, donor fundraisers, service celebration, etc. Provide operations support to all events as needed (e.g. Welcome Weeks, Launch, etc.). Other special projects and events as assigned.
Other duties as assigned
What You Bring
Education/Certifications/Licenses:
* Associate's degree required. Bachelor's degree preferred.
Related Work Experience:
* A minimum of three years administrative experience. Experience providing support to an executive level position preferred.
Computer/Software Skills:
* Strong computer skills, including demonstrated proficiency in: Microsoft Office Suite.
Other Skills, Abilities and Requirements:
* Excellent written and verbal communication skills;
* Strong interpersonal skills;
* Self-starter with the ability to prioritize multiple projects and deadlines simultaneously, thriving in a fast-paced environment;
* Ability to identify areas where organization's administrative effectiveness can be improved and takes action;
* Creative problem solver; flexible and adaptable to change;
* Attention to detail, including proofreading and project follow-through;
* Demonstrated professional with senior leaders, and external vendors and partners;
* Ability to access reliable transportation to events and other meetings required;
* Willingness to work some evenings and weekends.
Physical Requirements
* Ability to lift up to 15 pounds when needed
* Office environment with limited travel
* Ability to stand and/or sit for a minimum of 7 hours a day
What We Offer
In addition to joining a committed, diverse, values-based organization, we offer:
* An opportunity for you to have a tremendous impact both internally and in the broader country
* a competitive salary commensurate with experience
* excellent benefits including complete health, dental, life, short-term and long-term insurance
* 401(k) retirement plan
* Encouraged sustainability through a generous paid time off program
* Personalized professional development and growth opportunities
To Join Our Growing College Possible Team
Please apply at: Include a resume, cover letter and three professional references.
College Possible Milwaukee
EMPLOYMENT Full-Time Non-Exempt
START
Immediate
LOCATION
Milwaukee, WI
REPORTS TO
Executive Director
About College Possible
College Possible is a growing nonprofit coaching students from low-income backgrounds to and through college to break the cycle of poverty and empower the next generation of leaders. Our model has earned national recognition: the inaugural Evergreen National Education Award recognized our leadership in increasing access to and success in college for students from low-income backgrounds. It also earns top-of-field results: a Harvard study found that the program more than doubles a student's chance of enrolling in a four-year college, and our students are four times more likely to become college graduates than their low-income peers. College Possible has a budget of $25 million, more than 140 full-time employees and more than 270 AmeriCorps and VISTA service members. During the 2020-21 school year, we will reach an estimated 20,000 students in 49 states, at more than 90 partner high schools and at nearly 600 colleges.
College Possible is committed to diversity, equity and inclusion, and seeks to build a diverse workforce to create impact in partnership with the communities we serve. We welcome a diverse pool of qualified applicants. For each of its positions, College Possible is mindful about what best serves our students, and seeks to hire staff with relevant experience, skills and aptitude, and a commitment to the power of education. To learn more, Diversity and Inclusion Plan.
Headquartered in Saint Paul, Minnesota, College Possible also operates in Philadelphia, PA; Chicago, IL; Milwaukee, WI; Omaha, NE; Portland, OR; and Seattle, WA; and has Catalyze partnerships in Minnesota, Iowa and Ohio.
To learn more, visit CollegePossible.org.
Your Role as Administrative Associate
The Administrative Associate is a full-time position that works closely with the Executive Director to ensure the College Possible MKE office runs professionally and efficiently. Duties include, but are not limited to, general office management, providing support for site level HR and Finance responsibilities, working/coordinating with third party vendor to ensure technology support for staff, organizing events and special projects as assigned by the Executive Director, providing support to the College Possible MKE senior leadership team, screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department, greeting guests to the office and managing the sign in/out process.
Essential Job Functions
Office Management: Coordinate all site office functions and maintenance needs. Attend monthly all-site Operations calls/meetings. Maintain all office equipment in proper working order, placing service calls as needed to ensure minimal disruption in operations. Collect and distribute all incoming mail and coordinate all outbound mail for the site. Oversee work study students and volunteers supporting reception and miscellaneous projects. Coordinate calendars for internal conference rooms and serve as point person for reserving building conference rooms. Coordinate all purchasing and receiving for the site in keeping with organizational policies. Monitor, maintain, track and order office supplies and equipment necessary for day-to-day use. Serve as primary point of contact for site property managers.
Customer Support: Screen, prioritize and answer phone calls and electronic correspondences or direct them to the appropriate individual or department, ensuring that all calls are addressed in a prompt, professional and courteous manner. Greet guests to the office and ensure visitors are addressed in a prompt, professional and courteous manner. Manage the sign in/out process for visitors to the office.
Administrative Support for Site Senior Leadership: Maintain outlook calendars: scheduling and rescheduling internal and external meetings for Executive Director as well as Program Director and Development Director upon request. Assist in preparing agendas for senior leadership team meetings, all leadership team meetings, all-team meetings and board meetings. Assist with preparation of board meeting materials and scheduling of board committee meetings. Track expenses and prepare & code expense reports and credit card logs. Draft correspondence as requested. Special projects as assigned.
Site Level HR and Finance Responsibilities: Work with the National office HR team and Site Senior Leadership to ensure all new hire (Leadership Team and AmeriCorps members) processes and procedures are implemented appropriately and in a timely manner, and ensure that all off-boarding policies and procedures are followed and executed appropriately. Work with the National office finance team and Executive Director to review and update expense coding plan annually. Collect and review all expenses and credit card logs in accordance with national office policies monthly to ensure proper account coding and submit to the national finance team. Manage all accounts payable requests while maintaining a spreadsheet of all budget related spending at the site. Participate in monthly budget review with Executive Director and assist with the preparation of budget materials for the annual budgeting process.
Technology Support: Train Leadership Team members and AmeriCorps members in any technology related areas. Provide timely in-office support as needed for minor issues with equipment or software (e.g. printer jams, toner replacement, postage machine, etc.). Provide a bridge between the MKE team and either the National office or our third party tech support vendor as appropriate. Work with the national office team and Executive Director, annually, to assess tech, hardware and software needs and order appropriate supplies and support as needed.
Plan Special Projects and Events: Work with the Executive Director to create and manage or support project plans for events including but not limited to; team retreats, holiday events, donor fundraisers, service celebration, etc. Provide operations support to all events as needed (e.g. Welcome Weeks, Launch, etc.). Other special projects and events as assigned.
Other duties as assigned
What You Bring
Education/Certifications/Licenses:
* Associate's degree required. Bachelor's degree preferred.
Related Work Experience:
* A minimum of three years administrative experience. Experience providing support to an executive level position preferred.
Computer/Software Skills:
* Strong computer skills, including demonstrated proficiency in: Microsoft Office Suite.
Other Skills, Abilities and Requirements:
* Excellent written and verbal communication skills;
* Strong interpersonal skills;
* Self-starter with the ability to prioritize multiple projects and deadlines simultaneously, thriving in a fast-paced environment;
* Ability to identify areas where organization's administrative effectiveness can be improved and takes action;
* Creative problem solver; flexible and adaptable to change;
* Attention to detail, including proofreading and project follow-through;
* Demonstrated professional with senior leaders, and external vendors and partners;
* Ability to access reliable transportation to events and other meetings required;
* Willingness to work some evenings and weekends.
Physical Requirements
* Ability to lift up to 15 pounds when needed
* Office environment with limited travel
* Ability to stand and/or sit for a minimum of 7 hours a day
What We Offer
In addition to joining a committed, diverse, values-based organization, we offer:
* An opportunity for you to have a tremendous impact both internally and in the broader country
* a competitive salary commensurate with experience
* excellent benefits including complete health, dental, life, short-term and long-term insurance
* 401(k) retirement plan
* Encouraged sustainability through a generous paid time off program
* Personalized professional development and growth opportunities
To Join Our Growing College Possible Team
Please apply at: Include a resume, cover letter and three professional references.
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