Welcome Center Administrative Specialist

Location
Alexandria, Virginia
Posted
Jul 07, 2022
Closes
Aug 12, 2022
Ref
2756
Function
Administrative
Industry
Education
Hours
Full Time
Job Description

The Office of Community Partnerships and Engagement's Welcome Center Administrative Specialist will serve as the information conduit from the front desk to aligned departments/offices at the Central Office Ferdinand T. Day location. The ideal candidate is customer-focused team player, with excellent verbal and written communications skills, be detail-oriented, well organized and possess needed technology skills. This position will support and coordinate comprehensive administrative support to the Family and Community Engagement Center, including financial, clerical and logistic coordination to ensure effective day to day operation of the Center. This position will work with a diverse population and is supervised by the FACE (Family Engagement) Manager.

This position is grant-funded for 2 years with the possibility of renewal. Includes benefits.

Qualifications and Experience:

Education: Associate's degree or equivalent

Experience:
  • 2+ years of experience in administrative assistant expectations. Including but not limited to: An associate's degree with direct experience as an Administrative Assistant, a bachelor's degree in a related field of study, or a combination of substantial experience working with public and/or similar settings.
  • Bilingual in Spanish, Amharic, Arabic, or Dari is strongly preferred.


Desired Knowledge, Skills, and Abilities:

  • Demonstrated experience in providing excellent customer service for visitors, community members, families, students, and guests of the Welcome/FACE Center.
  • Ability to create and maintain a warm and welcoming experience for all visitors and/or stakeholders as they come into the welcome area and as they move to their next support destination
  • Ability to work collaboratively with internal and external stakeholders
  • High level of interpersonal skills
  • Experience with diverse groups of people in both oral and written formats
  • Ability to multitask as needed
  • Strong computer literacy, including working knowledge Microsoft Office Suite, finance and Data Administrative Systems
  • Willingness to learn new technology systems and programs as needed
  • Strong attention to detail and organizational skills
  • Ability to coordinate schedules, meetings, and activities in support of administrator/department staff with operational activities.


Major Duties and Responsibilities
  • Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) to provide documentation in accordance with administrative and legal requirements.
  • Maintains a welcoming environment for all visitors as they enter into the Welcome Center.
  • Organizes and tabulates data, often of a highly confidential nature, and maintains routine and/or specialized databases using Excel, Access, or other specialized database applications.
  • Provides information and connects families to community and school resources as needed.
  • Responsible for gathering and keeping printed resources for families in the reception area such as flyers, and other printed materials.
  • Assist with logistics during conferences, training and/or activities.
  • Coordinates internal and external meeting arrangements such as invitation/registration process, facilities, catering/logistics as well as travel and hotel arrangements as needed.s and/or program components (e.g. travel arrangements and reimbursements, meetings and events, etc.) to ensure that goals are achieved, target dates are met and financial, legal, and/or administrative requirements are satisfied.
  • Serves as a gatekeeper by screening visitors/calls, responding to inquiries or referring them to other team members, scheduling meetings/calls and following up.
  • Performs record-keeping and clerical functions (e.g. scheduling, copying, etc.) to support center staff, and/or FACE Manager in providing necessary records/materials.
  • Prepares a variety of written materials (e.g. reports, memos, letters, etc.) to document activities, provide written reference, and/or convey information.
  • Data entry (including financial as needed) and management
  • Translation of emergency announcements as needed
  • Phone answering and connecting with appropriate departments
  • Performs other duties as assigned by the Family and Community Engagement Manager

Clearances :
  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.

Public Health Compliance
  • Proof of COVID vaccination. Exemptions for religious/medical will be reviewed.
  • Must follow safety and health protocols.

WP

Primary Location:
Central Office
Salary Range:
$45,830.40 - $56,352.00 / Support SUP-22
Shift Type:
Full-Time

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