Administrative Assistant For Project Management Office

Turn your calling into a career at Baptist Children's Homes of NC!

OUR MISSION: Sharing hope... changing lives.

OUR VISION: To provide the highest quality of Christian services to children, adults, and families in a caring culture of measurable excellence.

FOUNDED: November 11, 1885 by John Mills in Thomasville, North Carolina.

WHERE WE SERVE: We serve all 100 North Carolina counties and operate locations in 30 communities throughout North Carolina, South Carolina and Guatemala.

Job Title: Administrative Assistant for Project Management Office (PMO)

Location: Thomasville, NC

Method to Apply: bchcareers.org

SUMMARY:

The Administrative Assistant for the Project Management Office manages the overall day-to-day functions for the Chief Operating Officer as well as the Vice President of Strategy and Innovation. This role handles a variety of duties which include important administrative tasks, report completion, oversight of systems and office management; as well as a unique involvement with major project management, interior and exterior design creation, architectural design, vendor relationships (general contractors, sub-contractors, etc.), and the general details to keep both the COO office as well as the VP's office running efficiently and effectively.

QUALIFICATIONS:

• Meets general employment qualifications as outlined in the Baptist Children's Homes of North Carolina, Inc. (" Agency") personnel policies.

• Associates degree in Business Administration, Project Management, or a related field preferred.

• 1-2 years of experience in an administrative or project coordination role preferred.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Suite (Docs, Sheets, Drives) and preferred experience with Canva.

• Preferred experience with project management software (i.e., Monday, MS Project, Asana, Trello).

• Strong organizational and multitasking skills.

• Ability to move at a fast-pace within a variety of work environments (office, job-sites, etc.).

• Attention to detail and a high level of accuracy.

• Ability to work both independently and collaboratively within a team environment.

• Excellent verbal and written communication skills, with the ability to positively represent the agency to internal and external contacts.

• Proficient in the effective use of a computer and computer software applications to organize and analyze information, prepare statistical reports, charts and/or graphs, and maintain a database of information gathered.

• Keen eye toward interior and exterior design including color schemes, design aesthetics, architectural aptitude, and design efficiency.

• Preferred basic knowledge of project management methodologies (e.g., Agile, Waterfall).

• Experience in operating standard office equipment (copy machine, fax, calculators, etc.)

• Has the capacity and commitment to build and maintain individual and group relationships within the agency's various service areas and administrative departments.

• Flexibility with work schedule as necessary.

• Ability to relate to people meaningfully and to function as a member of the agency team.

• Possesses initiative to handle tasks and capability to function independently.

• Valid driver license and safe driving record.

ESSENTIAL RESPONSIBILITIES:

• Demonstrates resourcefulness, initiative, adaptability, decision-making skills, relationship skills, creativity, comprehension, and reliability.

• Participates as a team member by sharing of responsibilities and supporting other team members.

• Maintains personal growth and skill development by participating in training opportunities to enhance job performance and scheduling time for independent study.

• Familiarity with resource management and procurement processes preferred.

• Performs work by following these guidelines: establishes priorities, sets and evaluates goals and strategies, sets and implements tasks, follows through on assigned tasks, does work accurately, completes tasks promptly, and makes use of problem-solving process.

• Uses proper grammar, spelling and punctuation.

• Communicates with the public, in oral and written form, in a tactful and effective manner.

• Demonstrates a responsible attitude and takes pride in work,

• Handles confidential information in a professional manner.

• Performs assigned duties competently and with minimal supervision.

• Participates in new staff orientation, scheduled and conducted by the immediate supervisor.

• Participates in 90-day and annual performance evaluations.

• Shows initiative and creativity through efforts to attain goals established during evaluation conferences.

• Maintains an open line of communication with supervisor. Requests conferences, as needed, to be able to perform tasks effectively.

• Participates in staff training opportunities provided by the Agency as requested by the supervisor.

• Drives to project locations as needed.

AREA RESPONSIBILITIES:

• Assist in scheduling meetings, preparing agendas, and taking minutes.

• Maintain and update project documentation and records.

• Organize and manage files and folders, ensuring easy retrieval of information.

• Support VP of Strategy & Innovation by tracking project timelines, milestones, and deliverables.

• Assist in the preparation of project status reports and presentations.

• Coordinate communication among project team members, stakeholders, and vendors

• Assist in managing project resources, including scheduling and allocation.

• Support the procurement of project materials and resources as needed.

• Monitor resource usage and report discrepancies to the VP of Strategy & Innovation.

• Ensure compliance with project management processes and standards.

• Conduct preliminary reviews of project deliverables for completeness and adherence to guidelines.

• Assist in implementing quality control measures and process improvements.

• Serve as a point of contact for project-related inquiries and issues.

• Prepare agency reports, such as mileage, gasoline usage, credit card purchases, and others as directed.

• Maintains the Monday.com Project Management Software and tracks that all projects are on schedule and in scope.

• Maintains data on project orders, invoices and other details

• Stages and actively participates in the design of major projects throughout the State.

• Maintain office supplies and fills orders on an as needed basis.

• Assist with coordination and planning of meetings and/or social events.

• Files correspondence and other documents as needed.

• Handles confidential information in a professional manner and according to agency policy.

• Represents Baptist Children's Homes of NC, Inc. in a professional manner.

• Willing to perform other duties as assigned.

• Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create a positive relationship within BCH.

EQUIPMENT:

Ability to operate standard office machines such as copier, computer, fax, etc. Ability to work within Excel, Word and design software programs.

LANGUAGE SKILLS:

Ability to read, analyzes, and interprets general information. Ability to effectively communicate with others, including managers, clients, customers, and the general public.

CONTACT WITH OTHERS:

Regular contact with subordinates and/or other departments as well as outside individuals and groups' to represent Baptist Children's Homes of NC, Inc. in a positive manner. Contacts outside of the agency where improper handling of situations may adversely affect the agency's image, even though the primary responsibility rests with a higher level of supervision.

MATHEMATICAL SKILLS:

Excellent mathematical skills and the ability use software to calculate figures.

MENTAL / VISUAL / AUDITORY DEMAND:

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions. Specific vision abilities required by this job include close vision, and ability to adjust focus. Must be able to talk and hear both in person and on the telephone.

CONFIDENTIAL DATA:

Complies with agency policies and procedures concerning confidentiality, including payroll, budgeting and HIPAA regulations involving all aspects of departmental staff information.

PHYSICAL DEMANDS:

The physical demands described here are 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 of this job. While performing the duties of this job, the employee is regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 35 pounds. Ability to enter and drive a motor vehicle.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; usual office working conditions, with some outdoor environments when visiting project sites.