Job Summary: The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Provide administrative support for the Caregiver Support Program Director and team, perform a variety of secretarial duties in support of department activities.
Essential Functions:
- Provide comprehensive administrative support to the Caregiver Support Program (CSP) team, including scheduling appointments, coordinating meetings, and preparing documents and reports
- Serve as the primary point of contact for internal and external stakeholders, including constituents, vendors, and employees
- Answer phone calls, respond to emails, and ensure timely and accurate communication within the CSP department
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information and process requests
- Input data into spreadsheets, databases, and software systems accurately and efficiently. Assist with data analysis and generate reports to support decision-making processes
- Research and respond to various requests for information
- Compose and format letters, memorandums, or other correspondence from scratch or rough draft
- Manage calendars and to-do lists for the director and shared department assets
- Attend project status meetings and prepare reports and other associated documentation
- Support the maintenance of internal and external relations through communication with business owners, project teams and any other relevant stakeholders
- Create, enter, and maintain data on Excel spreadsheets and produce Excel reports
- Create and maintain PowerPoint presentations for the DAV National Caregivers Convention
- Data entry into the CRM system
- Computer research for internet benchmarks and related conferences
- Maintain inventory for office supplies, purchases, subscriptions, and memberships
- Assist with uploading documents to the Caregiver Support Program home portal page
- Upload contracts for approval to the General Counsel home portal page
- Maintain Department Organizational Chart
- Plan and coordinate events
- Order and maintain Caregiver Support Program materials
- Maintain files
- Organize, prioritize, and expedite flow of work independently and with minimal supervision
- Follow through on issues in a timely manner
- Perform other duties as requested by management
Essential Skills and Experience:
- High school diploma or equivalent
- Minimum 3 years of administrative support experience
- High level of proficiency in MS Office applications (Word, Excel, PowerPoint and Microsoft Outlook) and the ability to learn new software applications
- Excellent professional written and verbal communication skills
- Prioritize and manage multiple assignments simultaneously
- Excellent organizational skills and attention to detail
- Excellent telephone etiquette
- Aptitude for numbers
- Self-starter, capable of initiating work
- Excellent interpersonal skills
Degree of Supervision:
- No Supervisory Responsibilities
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: Job requires sitting up to eight hours a day and standing two to four hours a day. Body movement primarily in hand and arm functions associated with normal office activities. Hand and eye coordination and hand dexterity is required for handwriting and keyboarding over prolonged periods of time. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. This position requires occasional lifting and/or carrying of no more than 25 pounds and bending, squatting, pushing, and pulling.
Work Environment: The noise level in the work environment is usually minimal.