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Senior Administrative Specialist
3 months ago
I. POSITION OVERVIEW:
A team of two Sr. Administrative Specialists will coordinate executive administrative and operational functions at the NASW National Office. Team members support national events and coordinate travel arrangements as needed for various Senior Staff. Each role will help manage onsite meetings. Sr. Administrative Specialists also lead expense management and budget administration for departments and divisions. They contribute to internal and external communication efforts, such as crafting staff news digests and producing email and online content as assigned. Each Sr. Administrative Specialist will work in partnership with colleagues across NASW to meet the organization’s mission and business objectives through efficient processes and professional coordination.
Work activities are performed under regular supervision by Two Division Leaders.
II. CORE RESPONSIBILITIES
- Supports division leads with accounting and budget administration, including management of accounts payables and invoices.
- Serves as a project liaison to vendors and consultants.
- Assist in writes short blog posts, emails and web content as assigned. May also proofread and edit content created by other staff and volunteers.
- Acts as the primary contact for the administration and implementation of all employee performance evaluations.
- Helps coordinate high-profile NASW events and meetings, including Board meetings, national conferences, Foundation events, the Association Leadership Meeting (ALM), Delegate Assembly, and other activities. Event planning tasks may include facilitation of technology equipment orders, materials shipping and delivery, catering, travel arrangements, and registration support.
- Gathers information on NASW members and prospective partners for projects and campaigns. Assist in searches iMIS, other databases, and websites for resources.
- Assist in preparing digests of information to be shared with all staff. Examples may include media stories, wellness tips, practice content releases, software user tips and chapter updates.
- Curates research and reference lists for special projects.
- Works with high-priority and high-level confidential data including unpublished self-assessments, board minutes and action items, audit documents, budget documents, DE&I equity reports, employee evaluations, government audit inquiries and other materials.
- Adds modules/libraries to the SharePoint intranet and maintains department content.
- Produces analysis reports for product sales, content engagement, and other requests.
- Assist in creating and posting department and division web content as needed. Uses DNN editor module to place images, upload new content and edit copy.
- Uses video, social, photo, audio, editorial and other software tools to assist multimedia presentation production for leadership, staff, and member volunteers.
- Support in Identifying social work issues and business resources to inform project decisions.
- Fosters good interdepartmental communication across the Association.
III. BASIC POSITION DUTIES
- Provides staff support for NASW editorial boards and committees, including the coordination of advance meeting arrangements and preparation of meeting materials.
- Assists in the maintenance of current content on NASW’s websites.
- Performs additional duties and responsibilities as assigned.
III. MINIMUM WORK REQUIREMENTS:
Skills:
- Awareness of social justice and diversity, equity and inclusion principles. Demonstrated success working in diverse and inclusive environments.
- Excellent verbal and written communications skills.
- Superior organizational skills.
- Ability to collaborate in a complex environment with multiple competing priorities.
- Ability to lead projects, adhere to strict deadlines/schedules, manage time effectively, and work independently.
- Ability to plan, organize, and manage a wide array of business-related tasks.
- Ability to establish and maintain cooperative professional relationships, building credibility and trust throughout the organization. Excellent interpersonal skills.
- Strong problem identification skills, the ability to problem solve and generate creative solutions, exercise common sense and sound judgment, and make effective decisions based on accurate and timely analyses.
- Detail oriented with the ability to think critically, exercise discretion, and manage confidential information.
Knowledge:
- Associate degree or coursework is required. Bachelor’s degree in social work, psychology, human services, communications, or a related field is preferred.
- Knowledge of IMIS, Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Teams, etc.), meeting platforms (Zoom, etc.), website maintenance, and social media platforms a plus.
Experience:
- Minimum of 3-5 years of related work experience, preferably in a nonprofit/Association setting with multiple chapters ideal.
- Minimum of 3 years of experience and responsibility for organizing events or similar activities. Some travel may be required.
IV. ATTRIBUTES
- Results driven: Understands the big picture, assists with the development and monitoring of key performance metrics to produce desired results.
- Strong business acumen: Sees opportunities and emerging trends, and is knowledgeable about the operations, unique needs, and goals specific to member-driven, not-for-profit organizations.
- Service-oriented: Can work with a wide range of internal and external staff, colleagues, members, customers, and vendors with a fair and flexible style that both complements the efforts and supports the needs of others.
- Partnership: Can build trust internally and externally and must be viewed as highly professional, discreet, and accountable.
- Organizational agility: Has a thoughtful, respectful communication style that fosters an open environment, enabling thought-provoking discussions and collaborative decision making.
- Perceptive: Is creative, recognizes opportunities, and takes appropriate action.
