Professional Services Administrative Support Specialist
- Employer
- Collaborative for Educational Services
- Location
- Northampton, MA, US
- Salary
- Competitive
View more
- Job Category
- Administrator, Specialist / Coordinator
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Job Details
Under the direction of the Director of Professional Services (PS) the Administrative Support Specialist provides administrative support, process support, and grants/contract recordkeeping as part of a collective effort to promote excellent customer service for the Professional Services staff and customers. Through the delivery of accurate, responsive, and timely customer-centered support, this position ensures that PS programs can assist school districts, teachers, and students throughout the region with essential training, materials, and support.
Who Are We: Dedicated and collaborative teams of educators committed to supporting excellence through coaching and learning. Our mission is to foster educational excellence and opportunity for all learners through collaboration, and leadership. We believe that obstacles to learning can be overcome, and, once that happens, learning is natural for everyone.
We value: Quality and excellence, innovation, creativity and vision, inclusiveness, equity and diversity and collaboration with others. Creating a community of care is foundational to the work we do... together!
Social Justice and Equity work is central to our mission, especially in these times. We understand that all forms of oppression are damaging. We engage in this work pro-actively and purposefully, with the intent of positive outcomes, and because we need to.
We hope that you will join us in this work!
Essential Functions
Additional Responsibilities
Qualifications:
Working Conditions:
Salary: $25-$28/hour
Who Are We: Dedicated and collaborative teams of educators committed to supporting excellence through coaching and learning. Our mission is to foster educational excellence and opportunity for all learners through collaboration, and leadership. We believe that obstacles to learning can be overcome, and, once that happens, learning is natural for everyone.
We value: Quality and excellence, innovation, creativity and vision, inclusiveness, equity and diversity and collaboration with others. Creating a community of care is foundational to the work we do... together!
Social Justice and Equity work is central to our mission, especially in these times. We understand that all forms of oppression are damaging. We engage in this work pro-actively and purposefully, with the intent of positive outcomes, and because we need to.
We hope that you will join us in this work!
Essential Functions
- Provides both administrative and process support to to the PS staff for their contract and grant data entry and expense tracking, including receiving, assessing, ordering, tracing, and creating payment/check requisitions; documenting all inquiries; assuring that submitted documentation meets all internal contract, grant, and legal requirements; and maintaining accurate and timely records of related programmatic activities.
- Works in partnership with relevant program directors and supervisors to coordinate and maintain annual grant cycle; assists with the preparation and distribution of grant-related materials, announcements, and grantee communications.
- Provides customer service and technical assistance to grantees with online reimbursement requests, ordering, and reporting processes.
- Maintains the participating program's online contract database records and physical files ensuring the accuracy and integrity of data as well as grantee relationship history; generates requested information, data, and reports from information maintained in the grant/contract database or other sources of information; creates and edits appropriate database reports.
- Supports relevant PS programs by tracking grant/contract expenditures and helping to ensure that internal protocols are executed properly.
- Works collaboratively with fiscal staff on functions pertaining to grant/contract ordering, billing, and payments.
- Works collaboratively with CES database management staff to ensure efficient and effective data entry and reporting is available to relevant internal and external stakeholders.
- Directly supports the Director of Professional Services, Director of Research and Evaluation, and the Director of Healthy Families.
- Works collaboratively with the Marketing and Communications Department to develop the PS events calendar, ensure events are entered in a timely manner, work with instructors to capture relevant work products from participants and process instructor payments.
- Other duties as assigned aligned with the pertinent program's grant/contract management and grantee customer service objectives.
Additional Responsibilities
- Support the efficient management and timely execution of projects by providing departments with the essential administrative support needed to serve internal and external stakeholders.
- Assist with general reception coverage on an as-needed basis; answer telephones and engage with CES visitors.
- Develop competencies to apply CES's social justice and equity principles in daily work.
- Participate in training and potentially serve as back-up for in-person/hybrid meeting technologies, such as electronic whiteboards, video conferencing, etc.
- Perform other duties as assigned by the Director of Professional Services or designee.
Qualifications:
- Three (3) years experience with demonstrated capacity to work on increasingly more complex administrative tasks.
- Strong organizational and processing skills that reflect ability to perform and prioritize multiple tasks while maintaining strong attention to detail.
- Excellent customer service skills; a focused listener; nonprofit experience desirable.
- Ability to express ideas clearly and concisely in written and oral communication; and to solve problems, including identification, factual assessment, valid conclusions, and resolutions.
- Working knowledge of database or grant management systems, with Salesforce desirable.
- Proficient in Google Suite (Gmail, Calendar, Docs, Sheets, Meet) and MS Office (Word, Excel).
- Experience with accounting software, with Infinite Visions (IV) desirable.
- Familiarity with various office systems, including copiers, scanners, multi-line phone system.
- High school diploma or HiSET, AA degree preferred.
- Bilingual (Spanish - English) preferred.
Working Conditions:
- Ability to work with diverse personalities in a collaborative, team-oriented environment.
- Ability to maintain strict confidentiality.
- Skilled in working both independently and collaboratively.
- Employees expected to follow CES Workplace Safety Standards and required COVID-19 prevention and mitigation protocols. Expectations require wearing a mask and complying with social distancing and hygiene standards.
- Required annual training.
Salary: $25-$28/hour
Company
We are a non-profit educational service agency, committed to reaching and educating learners of all ages, and experienced in working with educators to help students learn and succeed.
Students are at the heart of our work.
We are a community of innovative and effective professionals dedicated to improving education. We know that everyone is a learner from the day they are born, and we know how to create classrooms and other environments in which every learner can flourish. We know how to reach, inspire, support and educate children, youth and adults, and we help others to do the same.
Founded in 1974, we are governed by representatives from our member school districts in Hampshire and Franklin Counties. We partner with students, families, schools and districts, educators; and communities across Massachusetts and in the region to create and improve educational opportunities both in and out of the classroom and ensure that every child has the opportunity to achieve their full potential.
CES directs major initiatives in Early Childhood, Special Education, After School Programs, Professional Development, Educator Licensure, Technology in Education, Social Justice in Education, English Learner Education, and the education of vulnerable youth.
Our Mission
Our mission is to develop and foster educational excellence and opportunity for all learners through collaboration, and leadership.
Company info
- Website
- https://www.collaborative.org/
- Telephone
- 4135885925
- Location
-
97 Hawley St
Northampton
MA
01060
US
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