Job Description

The Administrative Assistant - Programs is responsible for the day-to-day administrative requirements of the Programs Department. This position will interact directly with all department team members as well as have some interaction with AFTD volunteers, family caregivers, people affected by FTD, and professional colleagues. The Administrative Assistant – Programs will manage workflow, ensure all deadlines are met effectively and efficiently and assist in the development and implementation of new administrative processes as part of the departments ongoing effort to automate and improve process. In addition, the position is a member of the organization’s administrative resource pool supporting various administrative projects.

FUNCTIONAL RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• ADMINISTRATIVE SUPPORT: Maintain and respond to routine correspondence and phone calls; type, file, scan, print, bind, assemble, and distribute digital and hard copy materials. Organize, prepare, and support all mailing projects, including HelpLine information packets and volunteer-related materials; manage expense of these materials ensuring most cost-effective methods are used.  Support staff with data collection, data verification and other tasks as needed.  Organize and maintain electronic, confidential, and time-sensitive documents, files, and records; leveraging and tracking of e-signature documentation. Manage travel arrangements and expense reports for department staff and volunteers as assigned. Draft thorough meeting minutes. Participate in the development and implementation of effective processes and use of technology. Support the department’s quality assurance efforts and projects; continually adapt and look for opportunities to support the Programs team with change initiatives while ensuring quality output.
• DATABASE MAINTENANCE: Maintain department/company database(s) as assigned including data entry and data auditing. Generate reports, mailing lists and program related letters. Enter, track, and report on program evaluation data.  Contribute to the development of scalable automated processes to ensure ease of tracking as programs and services grow.
• COMPANY SUPPORT: Participate with AFTD administrative assistants in coverage of agency-wide administrative functions including reception support. Assist in the ordering and restocking of office and kitchen supplies as requested. Support management of conference rooms and café area. Manages travel arrangements for organizational events and meetings as needed.

OTHER JOB FUNCTIONS

• Conscientiously follows company policies and practices and takes care of Company property
• Occasional evening availability to accommodate volunteer schedules
• Travel for organizational meetings and events as needed
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

• This position is an individual contributor and does not have supervisory responsibilities.

Qualifications

• Bachelor's degree preferred
• 2-3 years of experience in administrative support required
• 2-3 years of experience in data entry, query and general database use preferred
• Salesforce experience a plus
• Strong written and verbal communication skills: phone, virtual, email, and in person
• Adept at independent research and internet searches
• Strong Microsoft Office Suite/365 required
• Working knowledge of Adobe Acrobat Pro, Wufoo, Survey Monkey, SignRequest, Verified First, Word Press and/or Mail Chimp a plus
• Must be well organized and detail oriented

Additional Information

All AFTD staff members are primarily working remotely due to COVID-19 in compliance with CDC and AFTD guidelines. Following office reopenings, this position will be office-based.

All of your information will be kept confidential according to EEO (Equal Employment Opportunity) guidelines.

AFTD values its staff and all who work with us to advance our mission. We practice trust, cultivate creativity, and incorporate input from all, seeking to grow and learn in service to families at every stage on an FTD journey.

If you are interested in learning more about this excellent career opportunity, please submit your cover letter and résumé.  ONLY APPLICATIONS WITH A COVER LETTER WILL BE CONSIDERED.