Position Summary: Responsible for the administration and coordination of the day-to-day functions of the Childhelp National Child Abuse Hotline, as well as direct administrative support to the Hotline Leadership Team.
This position does not have direct reports.
This is a grant funded position.
Essential Functions: Provides administrative support for program leadership through a variety of activities including facilitation of meetings, training, and coordinating special projects by carrying out the following duties.
% of Time Essential/ Non-essential Standard Administrative Work
- Attends and takes minutes for meetings and trainings such as individual 1:1, all-staff meetings, and supervisory team meetings, as necessary
- Prepares routine and individualized correspondence, including letters and email to internal and external audiences
- Process contracts and other documents, using Adobe to merge, request signatures, and archive following organizational processes
- Provides support for administrative activities/events, such as monthly help seeker stories and payroll support
- Prepares and processes external notifications to outside agencies
- Creates and maintains electronic files with all paperwork and written reports
- Assists in writing, designing and implementing templates, forms, processes and tools to be used within the program
- Prepares programmatic manuals, policies and procedures for review by program leadership
45%
E, 1, 2, 4, 5
Data Coordination
- Perform data entry and administrator approvals as needed for resource database
- Collects data and disseminates to appropriate parties as scheduled or needed.
- Supports the development of various reports, including monitoring of open cases daily.
- Conducts research as needed through internet searches for various projects
50%
E 1, 2, 3, 4, 5
Other
• Performs other related duties, as assigned by the Program Director
5%
NE
Requirements Education/Experience/Knowledge/Understanding - High school diploma or general education degree (GED)
- Minimum two (2) years of previous related experience
- Clear fingerprint background screening through the Department of Justice, FBI and Child Abuse Index
Skills - Strong verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population.
- Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others.
- Presents strong professional decorum
- Advanced word processing, spreadsheet, and graphics software skills, e.g., in the use of MS Office Applications such as Outlook, Word, Excel and Power Point. Advanced skills in Adobe Acrobat.
- Proficient in the use of a PC; in a Windows environment; and in the use of the Internet
Abilities - Ability to work independently and collaboratively as part of a team.
- Ability to maintain confidentiality
- Ability to understand and solve problems by applying basic analytical skills to include undertaking a process of information and data collection and analysis for integration purposes; Identifying and making sets of information and determining their relationships; codifying this data to detect trends and issues in the data and information in a logical and factual manner; making logical deductions from data; and identifying a solution for resolving the problem.
- Willingness and ability to embody Childhelp's core values of Acting with Honor and Character, Being Open and Receptive, Caring About and Relating to Others; Nurturing Diverse Relationships; Performance Excellence; and Inspirational Leading & Managing
Physical Demands - Ability to frequently walk, bend, see, hear, speak, physically flexible, drive, stand; occasionally sit, push/pull stoop, lift up to 25 lbs., carry up to 25 lbs., run, kneel, squat, reach overhead; seldom climb.
- The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).