POSITION SUMMARY: The Administrative Assistant is responsible for organizing and coordinating summer department operations and procedures in order to ensure effectiveness and efficiency throughout the department.  This includes ongoing communication, working with office staff and interns, and maintaining office records.  The Administrative Assistant for Summer Program also serves as an administrative assistant to the full-time staff in the summer department, providing a high level of support by helping to handle requests, calls, scheduling meetings and preparing correspondence.  The Administrative Assistant must be someone who is personable and organized.


ESSENTIAL FUNCTIONS:
1.  Maintain operations and procedures
2.  Answer phone calls and direct calls to appropriate parties or take messages

3.  Coordinates with office staff and interns
4.  Liaise with other departments within agency

5. Prepare reports, memos letters and other documents

6.  Attend meetings to record minutes as needed
Conduct oneself with professionalism and a strong sense of customer service

Maintain records
Ensure filing systems are maintained and up to date
Define procedures for record retention
Ensure protection and security of files and records
Ensure effective transfer to files and records
Transfer and dispose records according to retention schedules and policies

Maintain efficiency
Maintain and replenish inventory
Check stock to determine inventory levels
Anticipate needed supplies
Verify receipt of supply

ADDITIONAL RESPONSIBILITIES:

  • Perform other related duties as required
  • Some late nights and traveling may be necessary
  • Make travel arrangements for department personnel

JOB QUALIFICATIONS:

  • Bachelor’s degree required
  • Computer skills and proficiency with programs such as Microsoft Office Suite.