Administrative Assistant
Job Title: Administrative Assistant
Job Category: Social Service
Location: 459 W. 79th Street, Chicago, IL
Travel Required: Limited
Level/Salary Range: $38,400
Position Type: Full-time (40 hours/week) Temporary (Fiscal Year Contract)
HR Contact: Dr. Carol Collum, ------------, ------------
Work Hours: Monday-Friday (7am-3pm)
Start Date: 12/1/2021
End Date: 6/30/2022
True Believers Community Connections is a 501(c)3 organization that was established in 2013 to address the issues, crisis, and needs of at-risk individuals and families. The organization provides supportive services, primarily education and training, to high-risk populations on their journey toward being equipped and developed as leaders.
?Vision:
True Believers Community Connections take pride in empowering clients through education and training as a leadership development institution. Our vision is to become a primary resource and direct service provider for emerging leaders in the following areas:
Mentoring
Youth Development
Leadership Development
Workforce Development
Mission:
Our mission is to foster community relations by collaborating with community partners to offer supportive services for youth/young adults ages 11 to 24 in the Auburn Gresham and Englewood Communities, empowering young adults to live healthy, productive lives.
Focus:
Our focus is on delinquency and violence prevention, which would help improve the overall health and economic development of the Auburn Gresham and Englewood communities, the quality of life for all residents, but specifically, increase the likelihood youth ages 11 to 24 will be empowered and equipped as leaders.
ROLES AND RESPONSIBILITIES:
We are currently seeking an Administrative Assistant to join our growing organization. This position has responsibility for all administrative functions for the community center. Client-relations and organization skills are essential for this position. This is a demanding position and may require extended hours and significant coordination of office staff, student interns, visitors, community resource partners, program participants, and special events. He/she will interface with various departments and teammates, including executive level personnel.
The successful individual will need to solve problems with limited direction, display a high degree of initiative and effectively communicate with personnel at all levels of the organization. Additionally, this position will handle confidential and company-sensitive information requiring considerable discretion, judgment, tact and diplomacy. Managing multiple tasks simultaneously and rapidly adapting to changing circumstances is a must.
Main Duties:
Manages the day-to-day operations of the office including assign tasks and review work products of staff; identify and implement changes to improve operational efficiency of the office; address concerns of departments; and provide training and general guidance to staff.
Assisting with Board Governance, attending Board/Committee Meetings and comprising minutes.
Working closely with Executive Director to write policies, procedures, training, and operations manuals.
Monitoring policies, procedures, training, and operations manual to ensure annual compliance.
Performs assignments including responding to inquiries, solving problems, and locating and summarizing information; reviews and answers inquiries using initiative and determines within established guidelines if executive action is required. Provides information as appropriate, about organization and procedures.
Establish and maintain effective professional relationships with colleagues, supervisors, and managers.
Gathers company internal data and compiles reports; compiles and organizes data for the programs group, maintains sensitive files and records. Prepares, organizes, and collects files, and performs data archiving. Ensures rapid retrieval of files.
Maintains liaison and communications with persons and groups from both within and outside the organization speaking for the Executive Director on administrative issues.
Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency.
Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Returns inadequate submissions for correction and recomposing.
Signs correspondence and certain procedural authorizations in the name of the Executive Director when previous instructions have covered the matter.
Screens all publications, directives, and periodicals, and brings those of significance to the supervisor's attention.
Demonstrate an ongoing commitment to developing professionally as an individual and collectively as a team member within the organization.
Qualifications and Education Requirements
Bachelor’s degree in Business Management or related field of experience.
Master’s degree in aforementioned areas is preferred.
Three to five years of executive or administrative assistance experience.
Self-starter who is passionate about supporting underserved, at-risk youth.
Demonstrates cultural sensitivity and ability to work with diverse staff, clients, and community.
Ability to collaborate on an interdisciplinary team and work independently.
Ability to work in a fast-paced, team-oriented environment.
Time management skills and ability to manage priorities and workflow.
Passion for, understanding of, and commitment to TBCC’s vision and mission.
Current driver’s license, good driving record, evidence of insurability, and reliable access to a vehicle.
Ability to travel to meetings in the community, including home and school visits.
Must be able to operate standard office equipment; to effectively interface with executive levels of personnel and work in a team environment; to communicate effectively, both verbally and in writing; and to effectively schedule and prioritize workflow.
Requires knowledge of typical office practices, policies, and procedures, filing systems and record keeping.
Also requires knowledge of business correspondence, including rules of grammar, sentence structure, punctuation, and spelling.
Required Testing (Takes place Prior to Start Date)
Tuberculosis Test ($20-$30 cost covered by candidate)
Covid-19 Test or Proof of Vaccination (free)
Physical Examination ($30-$40 cost covered by candidate)
Background Check ($65 cost covered by organization)
Required Training (takes place During Staff Onboarding)
Mandated Reporter Certificate (free; on-line; 60-90 minutes; valid for 1 year)
CPR/First Aid/AED Certificate ($34.95 cost covered by candidate; on-line;45-60 minutes; valid for 2 years)
Food Handler Certificate ($10 cost covered by candidate; on-line; 30 minutes; valid for 3 years)
Preferred Skills
Developing Standards, Foster Teamwork, Management Proficiency, Managing Profitability, Promoting Process Improvement, Building Relationships, Organizational Astuteness, People Skills, Microsoft 365 Office Suite, Outlook, Adobe
Job Title: Administrative Assistant
Job Category: Social Service
Location: 459 W. 79th Street, Chicago, IL
Travel Required: Limited
Level/Salary Range: $38,400
Position Type: Full-time (40 hours/week) Temporary (Fiscal Year Contract)
HR Contact: Dr. Carol Collum, ------------, ------------
Work Hours: Monday-Friday (7am-3pm)
Start Date: 12/1/2021
End Date: 6/30/2022
True Believers Community Connections is a 501(c)3 organization that was established in 2013 to address the issues, crisis, and needs of at-risk individuals and families. The organization provides supportive services, primarily education and training, to high-risk populations on their journey toward being equipped and developed as leaders.
?Vision:
True Believers Community Connections take pride in empowering clients through education and training as a leadership development institution. Our vision is to become a primary resource and direct service provider for emerging leaders in the following areas:
Mentoring
Youth Development
Leadership Development
Workforce Development
Mission:
Our mission is to foster community relations by collaborating with community partners to offer supportive services for youth/young adults ages 11 to 24 in the Auburn Gresham and Englewood Communities, empowering young adults to live healthy, productive lives.
Focus:
Our focus is on delinquency and violence prevention, which would help improve the overall health and economic development of the Auburn Gresham and Englewood communities, the quality of life for all residents, but specifically, increase the likelihood youth ages 11 to 24 will be empowered and equipped as leaders.
ROLES AND RESPONSIBILITIES:
We are currently seeking an Administrative Assistant to join our growing organization. This position has responsibility for all administrative functions for the community center. Client-relations and organization skills are essential for this position. This is a demanding position and may require extended hours and significant coordination of office staff, student interns, visitors, community resource partners, program participants, and special events. He/she will interface with various departments and teammates, including executive level personnel.
The successful individual will need to solve problems with limited direction, display a high degree of initiative and effectively communicate with personnel at all levels of the organization. Additionally, this position will handle confidential and company-sensitive information requiring considerable discretion, judgment, tact and diplomacy. Managing multiple tasks simultaneously and rapidly adapting to changing circumstances is a must.
Main Duties:
Manages the day-to-day operations of the office including assign tasks and review work products of staff; identify and implement changes to improve operational efficiency of the office; address concerns of departments; and provide training and general guidance to staff.
Assisting with Board Governance, attending Board/Committee Meetings and comprising minutes.
Working closely with Executive Director to write policies, procedures, training, and operations manuals.
Monitoring policies, procedures, training, and operations manual to ensure annual compliance.
Performs assignments including responding to inquiries, solving problems, and locating and summarizing information; reviews and answers inquiries using initiative and determines within established guidelines if executive action is required. Provides information as appropriate, about organization and procedures.
Establish and maintain effective professional relationships with colleagues, supervisors, and managers.
Gathers company internal data and compiles reports; compiles and organizes data for the programs group, maintains sensitive files and records. Prepares, organizes, and collects files, and performs data archiving. Ensures rapid retrieval of files.
Maintains liaison and communications with persons and groups from both within and outside the organization speaking for the Executive Director on administrative issues.
Responds to administrative problems brought to the supervisor's attention by members of the staff or management officials outside the organization or outside the agency.
Processes incoming and outgoing materials such as correspondence, reports, memoranda, and other forms of written communication.
Performs the following types of duties: edits letters, composes letters and reports, reviews correspondence for accuracy and completeness, prepares public presentation outlines, and develops standard or form letters and replies to inquiries. Returns inadequate submissions for correction and recomposing.
Signs correspondence and certain procedural authorizations in the name of the Executive Director when previous instructions have covered the matter.
Screens all publications, directives, and periodicals, and brings those of significance to the supervisor's attention.
Demonstrate an ongoing commitment to developing professionally as an individual and collectively as a team member within the organization.
Qualifications and Education Requirements
Bachelor’s degree in Business Management or related field of experience.
Master’s degree in aforementioned areas is preferred.
Three to five years of executive or administrative assistance experience.
Self-starter who is passionate about supporting underserved, at-risk youth.
Demonstrates cultural sensitivity and ability to work with diverse staff, clients, and community.
Ability to collaborate on an interdisciplinary team and work independently.
Ability to work in a fast-paced, team-oriented environment.
Time management skills and ability to manage priorities and workflow.
Passion for, understanding of, and commitment to TBCC’s vision and mission.
Current driver’s license, good driving record, evidence of insurability, and reliable access to a vehicle.
Ability to travel to meetings in the community, including home and school visits.
Must be able to operate standard office equipment; to effectively interface with executive levels of personnel and work in a team environment; to communicate effectively, both verbally and in writing; and to effectively schedule and prioritize workflow.
Requires knowledge of typical office practices, policies, and procedures, filing systems and record keeping.
Also requires knowledge of business correspondence, including rules of grammar, sentence structure, punctuation, and spelling.
Required Testing (Takes place Prior to Start Date)
Tuberculosis Test ($20-$30 cost covered by candidate)
Covid-19 Test or Proof of Vaccination (free)
Physical Examination ($30-$40 cost covered by candidate)
Background Check ($65 cost covered by organization)
Required Training (takes place During Staff Onboarding)
Mandated Reporter Certificate (free; on-line; 60-90 minutes; valid for 1 year)
CPR/First Aid/AED Certificate ($34.95 cost covered by candidate; on-line;45-60 minutes; valid for 2 years)
Food Handler Certificate ($10 cost covered by candidate; on-line; 30 minutes; valid for 3 years)
Preferred Skills
Developing Standards, Foster Teamwork, Management Proficiency, Managing Profitability, Promoting Process Improvement, Building Relationships, Organizational Astuteness, People Skills, Microsoft 365 Office Suite, Outlook, Adobe