Application Deadline: 05/17/2023

Salary: $55,000.00 – $62,000.00 per year

This is a full time position.

Duties

Administrative Support – Logistical and admin support, including calendar management and scheduling, copying, filing, mail, correspondence, supplies, specialized financial functions, administering policies and procedures—the ability to identify and pursue appropriate funding opportunities as requested.

• Takes initiative to organize, plan, and provide administrative/logistical support; manages multiple Outlook mailboxes and calendar management.
• Schedules meetings (external and internal) to coordinate various complex and confidential meetings.
• Assist with onboarding processes for staff, volunteers, and interns as needed; Coordinate program materials for meetings.
• Monitor and coordinate communications; draft correspondence for attention; track and follow up on requests; and identify those of importance that require attention.
• Provide general office support. Arrange and coordinate program-wide events, conferences, and meetings for staff and clients; serve as a liaison with vendors for food, meetings, etc., for evening groups; maintain inventory of all office supplies and forms used by the program; prepare PowerPoint and graphic presentations. Assist with projects and funding data requirements and take and maintain meeting minutes. Troubleshoot basic PC and printer problems. Assist in maintaining inventory of all technical equipment, users, and user access.
• Provide program Human Resource support; collaborate with the Human Resources department to complete initial paperwork on new hires, employee changes, and performance review paperwork in a timely manner. Manage and maintain program personnel files. Assist with and/or perform personnel and client record functions as required. Maintain personnel files on staff; schedule interviews for applicants, schedule foundation-wide training for staff; route new hire/transfer/termination information to supervisor.
• Assist with finance functions as required; Process coded invoices; type purchase orders for signature; distribute completed purchase orders to accounts payable and file; Act as a primary contact person for computer support for the programs; Complete required internal forms; Complete Action Request Forms; Process vouchers and required forms as requested; Coordinate and/or assists in creating and processing contracts; Draft letters, emails, and other communication as needed.

Stakeholder and Customer Support – Serve as first point of contact for inquiries and needs.

• Serves as primary contact for Saint Paul Promise Neighborhood; Navigates inquiries and responds or routes as needed.
• Maintains knowledge of programs, policies, and community resources and provides information to SPPN stakeholders as required.
• Develop and maintain positive and effective relationships with external contacts and stakeholders; Participates in team meetings for assigned areas.

Data Management – Provide technical support for data and information systems, policies, and procedures.

• Manage and maintain a variety of systems and databases; Stay updated on reporting needs for data tracking systems; Complete data entry in a timely and accurate manner, regulatory requirements and best practices standards.
• Assist with the analysis of data as requested; Manage and maintain electronic files and records; Manage and maintain SharePoint work plans, project plans, team sites, and project sites.
• Support SPPN leadership in leveraging system and technology to organize and track work; Manage and oversee filing systems.

Job Qualifications

• Minimum of 5 years of progressively responsible administrative coordination experience, with at least two years of executive-level support experience required. Previous supervisory and office management experience preferred.
• Strong organization, time management, and problem-solving skills
• Proficiency in a variety of computer applications including Microsoft Office Suite and databases and maintain an awareness of new technology
• Well-developed communications skills – oral, written, and listening
• Knowledge of office procedural systems and business planning
• Basic understanding of accounting and financial management
• Excellent organizational, problem solving and business management skills
• Must be highly adaptive and flexible to meet the needs of a diverse team and clientele
• Ability to multi-task and manage multiple priorities and projects

About Wilder

The Amherst H. Wilder Foundation is a nonprofit community organization that creates lasting, positive change rooted in people through direct services, research and community building. We combine knowledge, compassion and action to improve lives today and for generations to come. https://www.wilder.org/

Online Application Information

Our application system works best using Chrome and attaching documents in PDF or Word format. Postings close at midnight Eastern Standard Time.

There are four sections to the application process, please follow these instructions carefully:

• Contact information. Be sure to fill out all of the required fields (marked with a red *).
• Verification of email address. Enter the code sent to your email address.
• Enter Address
• Resume and cover letter section. First upload your resume in the resume section then upload your cover letter and any other required documents mentioned in the job posting in the second upload area.
• Questions. Answer “How did you hear about this job/posting?” question and other questions if applicable.
• Equal Employment Opportunity Commission Questions (EEO). We are required to ask these questions, using this wording, to meet federal guidelines. If you prefer not to answer any questions you can skip them but you must check the box labeled “I have read the above invitation to self-identify as an individual with a disability”
• Review and Edit. Here you can review and edit sections as necessary.
• Attestation. Read statement, check the box and enter your name. Then click submit.
• Optional profile. At this time Wilder is not reviewing this profile information. Click on “Return to Career Center” at the bottom of the page.

Job offers will be contingent on the successful applicant‘s proof of authorization to work in the United States and the results of a background check related to the job requirements.

Wilder is an Equal Opportunity and Affirmative Action Employer. It is the policy of the Amherst H Wilder foundation to provide an equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.