Program Specialist - Administrative

Early Learning Coalition Of Palm Beach County, Inc. Boynton Beach , FL 33426

Posted 2 months ago

SUMMARY:

This position provides administrative and information management support to enhance the Chief Program Officers' ability to achieve the Coalitions' objectives. This position answers calls, schedules meetings, and performs administrative tasks of a standard and advanced nature that support and assist management staff in achieving program objectives.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Assists in coordination of identified projects with direction from Project Manager.

  • Data Collection Collect data that pertains to program initiatives and enter data into single database for analyzation by project manager.

  • Communicates directly with providers to coordinate program initiatives such as pick up materials, collection of data, and access to services.

  • Responsible for material distribution to providers through contactless pick up. Boxes may way up to 50 pounds.

  • Coordinates between all the various departments which work on identified projects. Serves as a liaison between all employees involved in the project.

  • Tracks department project, tasks, and meetings.

  • Supports providers with general technical assistance relating to program initiatives.

  • Solicits vendors for donations and sponsorship opportunities to support program initiatives.

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics needed to create department summary reports.

  • Reads, research, and route correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications. Identifies and assist in obtaining new resources to support project implementation.

  • Maintains calendar and appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

  • Assist with data collection and documenting all phases of the identified project.

  • Answers emails, telephone, routes callers, takes messages, and provides routine information to caller

  • Backup for the Program Department, Front Desk and Call Center.

  • Coordinates meetings, prepares agenda, meeting minutes and maintains action item tracking document; arranges for room, equipment, and supplie Trouble shoot and problem solve situations that may come up.

  • Recognizes and maintains confidential informatio

  • Takes meeting minutes and submits for approval in required time fra Types and composes memos, reports, meeting agendas, and correspondence.

  • Maintains files and records for Supervisor.

  • Works with the team to understand and assist with tracking department project, tasks, and meetings.

  • Responds to e-mail inquiries as requested.

  • Responsible for conferencing in calls, assembling the projector and transcribing or summarizing meetings.

  • Supports and assists staff with special projects as neede

  • Must be able to work on a consistent basis with regular attendance, punctuality and be willing and able to handle all the duties and responsibilities of this position on a daily basis.

  • Performs other duties as assigne

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This position requires successful completion of the level 2 background screening standards as set forth in 435.04, F.S. and drug screening as the Coalition is a drug free workplace.

  • Valid Florida driver's license is required, a good driving record and automobile insurance, as required by the Early Learning Coalition driving policy.

  • Daily attendance on time and as scheduled is required with the ability to work flexible hours with possible nights and weekends when required.

EDUCATION AND/OR EXPERIENCE:

  • Bachelor's degree preferred, or equivalent combination of education and experience where two work years is equivalent to one school year.

  • Two years of experience providing advanced administrative support is required.

  • Proven skills using Microsoft Excel, Microsoft Word, and Microsoft Outlook in an Exchange environment. Experience or knowledge of Box/Drop Box and Android IOS, Windows 8 & 10 is a plus.

  • Bilingual and able to read, write and speak in English and Spanish or Creole proficiently is required.

TECHNICAL SKILLS:

  • Candidate must have a secure homework location and ability to report to an office location.

  • This position requires high speed internet access that can be maintained daily, at least 25 Mbps (download) and 5 Mbps (upload) when working in a secure home location.

  • Must be tech savvy overall, experience using Box/Dropbox, IOS, Windows MS Office, and experience working offsite setting up and using laptops and monitors, with ability to trouble shoot connection and basic laptop and internet issues.

TRAVEL:

This position requires 25% or less local daily travel to Palm Beach County office locations for meetings, trainings and as needed for other required duties.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Listed are demands 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. While performing the duties of this job, the employee is regularly required to sit, talk, hear and use hands and fingers to operate and handle keyboards and office equipment. The employee is frequently required to stand, walk, and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. Occasionally lift and/or move up to 50 pounds. It is an office environment and the noise level is usually moderate.

NON-DISCRIMINATION STATEMENT:

The Early Learning Coalition of Palm Beach County does not discriminate against employees or clients on the basis of race, color, religion, gender identity or expression, sexual orientation, national origin, age, disability, marital status, familial status or any other characteristic protected by Federal and State law. The coalition will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, as Amended (ADAAA).

The Early Learning Coalition is a drug free workplace. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

No Recruiters Please

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Program Specialist - Administrative

Early Learning Coalition Of Palm Beach County, Inc.