at Thresholds in Chicago, Illinois, United States
Job Description
Description
The Administrative Assistant provides administrative support for the Learning and Development department, and reports to the Director of Workforce Development. Works with a diverse group of important external partners visitors as well as internal contacts at all levels of the organization. Recommends changes in office practices and procedures and contributes to agency wide initiatives and projects as needed.
Essential Duties and Responsibilities
Assists the department with daily operations of the program including typing, filing, answering telephones, managing calendars, and ordering supplies.
Schedules and organizes activities such as internal and external trainings, meetings, conferences, and travel.
Manages the Learning Management System (LMS) by creating training course paths, uploading training materials, managing reports, assigning modules, and general upkeep.
Manages continuing education units (CEU) held by Thresholds. This includes applying for all CEUs, coordinating with governing bodies to obtain CEUs and managing the CEU spreadsheet, and all other duties required to maintain CEU accreditation.
Supports department in the maintenance of department finances. Activities include creating, tracking, and sending invoices, managing check requests, deposits, bank statement reconciliation, reimbursement forms, and sending documented agency credit card expenses to Accounts Payable.
Prepares for meetings as required by supervisor. This may include reserving conference rooms, notifying participants of meetings and activities, and preparing necessary reports and/or other material.
Establishes, develops, maintains, and updates filing system. Retrieves information from files when needed.
Sorts, distributes, and opens mail from the Director and/or Department Heard. Signs off on packages. Drafts written responses by phone or e-mail as needed and responds to regularly occurring requests for information.
Creates general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Acts as liaison with other departments and outside agencies, including high-level staff such as CEO's, Chiefs, Senior Vice Presidents, and Vice Presidents. Handles confidential and non-routine information and explains policies as needed.
Works independently and within a team on special non-recurring and ongoing projects. Acts as project manager for special projects, at the request of the Program Director or Department Head, which may include: planning and coordinating multiple presentations, preparing special reports, disseminating information, coordinating direct mailings, or creating brochures.
Maintains respect and a trauma informed and culturally humble perspective in all interaction with staff and members.
Other duties as assigned.
Marginal Duties and Responsibilities
May be required to maintain confidential files including electronic records according to agency policy. All Thresholds records are to be maintained in such a fashion as to prevent unauthorized access as well as to reasonably protect them from fire, water damage or other hazards. Electronic records will be backed-up in accord with agency guidelines.
May be required to coordinate and negotiate inter-departmental activities or requests such as grant proposal preparation, internal and external audits, conference room scheduling, etc.
May be required to travel to other Thresholds locations as needed.
Education
High school diploma or GED is required
Bachelor's degree is preferred
Experience
Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 5+ years related experience.
Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
Ability to type 35-45 words per minute.
Ability to use a computer including familiarity with the Internet and email.
Skills/Certifications
Strong computer skills.
Proficiency in Microsoft Office products, especially MS Word, Excel, and PowerPoint. May be required to have knowledge or learn other pertinent software products.
What Sets Thresholds Apart
Competitive pay - Base pay: $19.00/hour
Subject to increase based on education and experience
Generous PTO (9 federal holidays, 8 days of sick leave, 15-22 days personal and vacation)
4 medical insurance plans, dental insurance, vision insurance
403(b) retirement plan with 3% employer match
Robust employee assistance program (EAP)
Public service loan forgiveness
Thresholds is a mission-driven agency with a deep commitment to diversity, equity, and inclusion. We foster an environment... For full info follow application link.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
