THREE-QUARTERS (.75) TIME ADMINISTRATIVE ASSISTANT
GENERAL SUMMARY: Under the general direction of the Michigan Assessment Consortium (MAC) President/CEO, the administrative assistant assists in day-to-day operations of the MAC, supports project and grant work and coordinates professional learning offerings
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Assists in developing and maintaining timelines and calendar for MAC, Inc. operations, board- related activity and project activity.
- Assists the President/CEO and Executive Committee with preparation for and execution of board meetings, board retreat, and special events.
- Assists in organizing and archiving documents, communications, and records related to operation of the organization and board and project activities utilizing mechanisms such as e-files, cloud storage, hard drives, and limited paper files. Coordinates with bookkeeper, treasurer and President/CEO to archive and maintain designated records: legal documents, contracts and invoices.
- Assists in maintenance of the MAC and project websites: posting and deleting documents, announcements, and calendar events; updating membership page.
- Proofs, edits and formats documents, including but not limited to: e-newsletters, agendas, project plans, action plans, newsletters, white papers, articles, brochures, and flyers.
- Develops and maintains MAC, Inc. membership records including a database of members and a listserv for electronic annual communications that serve to renew and acknowledge members. Responds to electronic applications, monitors PayPal contributions, and coordinates with bookkeeper and treasurer to verify that membership financial records are reflected accurately in the MAC, Inc. financial statements.
- Assists in providing technical support to the President/CEO, MAC Committee Chairs and project staff to conduct work virtually and face-to-face (using technologies such as GoToMeeting, Adobe Connect, Google Drive, Skype, and others).
- Prepares reports, documents, presentations and other detailed materials using a variety of software packages, including: Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Survey Monkey, and MailChimp. Strong writing and proofreading skills are required.
- Provides coordination and support for professional learning events and production of professional learning materials delivered by or coordinated by MAC, Inc. Board, President/CEO or project contractors.
- Independently handles routine administrative details, correspondence, and email inquiries on organizational matters.
- Participates in virtual and face-to-face project team meetings as needed (typically 1-2 hours 2-3 times a month).
- Performs other duties as assigned by the President/CEO.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- Ability to perform complex business communications using effective writing and proofreading skills and to perform basic business mathematics using Microsoft 365 Office Suite.
- Proficient in Microsoft Office (Word, Excel, and Power Point), Adobe Acrobat, and Social Media platforms. Graphic design/layout skills are desirable.
- Excellent organizational skills to develop and maintain procedures and operations.
- Excellent communication and customer service skills, including the ability to understand and communicate the mission of the organization and support the work of the MAC Board of Directors, project contract workers, partner organizations and members.
- Ability to identify and select appropriate courses of action and make decisions without significant direction from MAC President/CEO.
- Ability to integrate information from multiple sources, analyze information, and problem-solve to create a final document or report.
- Excellent interpersonal and verbal skills to interpret and translate facts and advise an alternate course of action in situations that may prove unusual or difficult.
- Mental and physical stamina to address time pressure/deadlines for multiple projects and work prioritization.
- Discretion, confidentiality, and attention to detail in handling financial, material and informational responsibilities that could affect the organization.
- Analytical and conceptual abilities, logic and intuitive judgment are required.
- Bachelor’s or Associate’s degree preferred. Must have at least one year of experience in a similar role.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding MAC Board and board committee matters.
- Ability to build relationships with stakeholders, including project staff, board members, office-mates and external partners.
- Ability to represent the MAC in a professional, competent manner.
- Work is conducted at the MAC office in Mason, Michigan. Some work will/may be conducted virtually from a home office. Schedule and work location will be determined mutually with MAC CEO/President. Position is approximately 30 hours per week.
- The MAC provides technology for the MAC office, including a PC/laptop, Outlook email account, and Office 365 (Microsoft Office online/cloud).
- Position involves some travel within Michigan (Lower Peninsula) to provide support at professional learning workshops/meetings. Many meetings are held in Lansing, Michigan. Overnight travel is limited to no more than 20% of work days. Mileage and approved expenses are compensated for assigned business travel.
- This position will work closely with the MAC’s Director of Business Operations; initially the position will also receive direction and guidance from a project support contractor.
- This is a one-year appointment of 48 work weeks with opportunity for continuation after one year.
Preceding descriptions are intended to convey information essential to making fair pay decisions about the job, and are not exhaustive lists of the skills, efforts, duties, responsibilities or working conditions associated with it.
Interested candidates should reply with a cover letter and resume to:
Director of Business Operations
Michigan Assessment Consortium
This position will be posted until March 24, 2017.