Overview
National Office Administrative Assistant Jobs in Camden, NJ at Better Tomorrows
Admin Support Specialist
Department: National Office
Reports to: Executive Coordinator
Organizational Overview:
Better Tomorrows is a nonprofit organization dedicated to providing case management services and impactful community programming to low-income individuals and families residing in affordable housing communities across the United States. Better Tomorrows aims to encourage transformation by mobilizing resources to magnify opportunities, thereby creating healthy, sustainable communities that lead to better tomorrows. The organization envisions a world where all individuals, families, and communities have the resources and support necessary to achieve long-term, generational success.
Job Summary:
The Admin Support Specialist is responsible for providing administrative and clerical support to the National Office. This position performs a variety of administrative duties in support of the overall National Office operations. This position will also directly and indirectly support the Executive Coordinator in the implementation of daily operations as well as unexpected and/or urgent needs.
This position will also support the implementation of awarded grants through their lifecycle and ensure proper due diligence.
Responsibilities:
Provide administrative support to the Administrative National Office staff and operations. This includes agenda preparation, note-taking, follow-up support, coordinating presentations and technology needs, and general office upkeep.
Assist the Executive Coordinator in accomplishing day-to-day tasks and maintaining the production calendar.
Screen phone calls, and correspondence, providing guidance on protocol and processes for Department Manager approval.
Prepare documents, forms, correspondence, memos, and other materials with accuracy and timeliness.
Provide ongoing maintenance and updates to departmental schedules and databases.
Coordinate and collaborate with other internal teams, including the Finance, Service Delivery, and Fund Development departments.
Maintain departmental files, tracking tools, documentation, and site budget records.
Support the Service Delivery Team and Grant Development Team. Help ensure grant tracking procedures and documentation meet compliance expectations.
Book travel arrangements, create itineraries, and manage conference scheduling for Staff, as needed.
Coordinate purchasing for events, staff appreciation initiatives, and emergency requests.
Maintain departmental supply inventories for upcoming events and activities; executing purchase requisitions and supply orders, as needed.
Record meeting minutes for project-based staff meetings to track progress.
Support financial reporting and reconciliation of department expenses.
Maintain confidentiality of sensitive information and department records.
Be available to travel up to 25%.
Attend training/conferences, which may require overnight stays with notice provided.
Maintain flexibility to work evenings and/or weekends.
Perform all other responsibilities as deemed necessary by the Better Tomorrows Manager.
Required Skills & Qualifications:
Proficiency in Google Applications.
Excellent written and verbal communication skills.
Ability to handle sensitive information with discretion and professionalism.
Strong interpersonal skills and ability to work collaboratively.
Ability to proofread and edit reports, memoranda, letters, and other documents with minimal supervision
Ability to multitask, organize, and plan work efficiently with attention to detail.
Experience in project management and program implementation.
Education & Experience:
Associates degree required. Bachelor’s degree preferred.
3-5 years of nonprofit administrative or clerical experience.
Experience working in a fast-paced professional environment with strong customer service skills.
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer.
Ability to lift up to 25 pounds as needed.
Title: National Office Administrative Assistant
Company: Better Tomorrows
Location: Camden, NJ
