Pathway of Hope Administrative Assistant

2 days ago

Hoffman Estates, United States The Salvation Army USA Central Territory Full time

Job Objective:

The Pathway of Hope (POH) Administrative Assistant and Data Support Specialist will provide basic SIMS technical support for the licensed users and complete basic system administrator duties to support the SIMS database. This position will also provide administrative assistance to Social Service Department, Pathway of Hope, professional staff, general assistance in department assignments/projects, and maintain and update Social Service databases and technologies.

Essential Functions:

  • Maintains and assists with data entry, setup and revisions for department databases including SIMS, Excel databases, Lotus Notes Resource Database and Pathway of Hope website.
  • Provides SIMS users with basic technical support for data entry, data quality, system setup and reports
  • Processes technical support requests to the appropriate professional staff and assists the Pathway of Hope team in responding to complex requests
  • Coordinates the development of trainings databases, conference/seminar databases, including registration processing
  • Processes the allocation, tracking approval and billing of SIMS licenses
  • Assists with updates and redesign of training manuals and supplementary educational materials
  • Assists in development and maintenance of SIMS and Pathway of Hope resources including the Pathway of Hope website.
  • Keeps current in software requirements and upgrades, taking classes as appropriate with SIMS Microsoft Office and other software
  • Provides assistance with technical equipment and software for staff, e.g. Lanier copier, GoToMeeting, webinars, conference call lines
  • Maintains/manages department network drive.
  • Assists professional staff in preparation for workshops and training sessions including coordination of copy work and production, assembly and shipping of materials, travel plans and meeting coordination
  • Assists professional staff in development/completion of special projects
  • Assists professional staff in compiling/processing reports and projects including Pathway of Hope statistics, evaluation, grant and consultation reports.
  • Assists professional staff in all aspects of their assigned duties, regularly and in special circumstances as requested
  • Manages the Pathway of Hope cluster documents, SIMS licenses, training tracking system and processes invoices and documentation and departmental budget for program evaluation.
  • Completes minutes for Pathway of Hope meetings including conference calls.
  • Assists with all aspects of department trainings/conferences/seminars (database management; meeting coordinating; correspondence; on-site registration; on-site training support).
  • Assists in special projects/events as requested to support Pathway of Hope and the Social Service Department as requested, e.g. Chapel, THQ lunches.
  • Other duties as assigned.
  • Processes reimbursements/travel expenditures, check requests, billing, and payment of invoices and manage record system for these.
  • Orders office supplies and maintains organized inventory.
  • Assists with overall function of the Department and provides back-up as required.
  • Processes mail, Fed-Ex and UPS shipments.

Minimum Qualifications:

The requirements listed below are representative of the minimal knowledge, skills, and/or abilities required for this position.

Education & Certification:

Bachelor's degree in Business, Business Administration, Computer Science, Social Work or a related social services field.

Experience:

Two years' experience in any of the following: data management, data analysis, business administrative support or social work.

Skills:

  • Expertise in Microsoft Office Products with most notably Word and Excel Windows XP
  • Solid knowledge and or comfortable in learning SIMS, or similar databases
  • 50wpm word processing
  • Strong organizational skills
  • Ability to prioritize tasks and work well in a fast-paced environment
  • Experience with Lotus Notes a plus
  • Basic statistical software and the writing of analytic statistical report a plus. Conduct basic internet and other types of project research a plus.
  • Ability to speak and understand English in a manner that is sufficient for effective communication with supervisors, employees, beneficiaries and customers.
  • Ability to proofread and edit project documents and grant proposals a plus.

Supervisory Responsibility:

None

Travel:

Limited travel; a maximum of five evenings/weekend days to coordinate trainings or special events per year.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the duties of this job.

Physical requirements include: Good speaking, hearing and vision ability, excellent manual dexterity, ability to lift and carry up to 25 pounds occasionally.

Working Conditions:

Work is performed in a typical office environment.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply

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