Administrative Assistant

Any interested applicants: Do not call the NFL Player Benefit Office to inquire about this job. A recruiter will reach out to you if your qualifications meet the needs of the position.

EXCITING OPPORTUNITY! Created by an internal promotion!

Come join a fun hybrid work environment in a job that helps current and former members of the NFL!

JOB SUMMARY

To perform a variety of highly responsible, confidential and complex secretarial and administrative duties in support of the Benefits Division. It will also assist the Executive Assistant to the Executive Director; to relieve the Executive Assistant of administrative and clerical duties; to assist with the overall operations of the office; and to serve as a resource and representative to the NFLPB’s departments, staff, the public, and members; and to do related work as required. The position may also perform functional and technical supervision over part-time clerical staff.

DISTINGUISHING CHARACTERISTICS

Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Work requires a thorough knowledge of a body of technical information beyond standard policies and procedures, the use of independent judgment in applying the body of technical information in the performance of an important department function and complete responsibility for the function with review by management only on overall results.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Benefits Supervisor. May exercise direct or functional and technical supervision over lower level clerical positions.

KEY FUNCTIONAL AREAS OF REQUIRED EXPERTISE

· Experience requiring advanced level of written and verbal communication skills demonstrating error-free composition, use of proper grammar and document formatting.

· Experience demonstrating strong interpersonal skills and the ability to build positive relationships with all stakeholders, including with staff, Board members and external partners and consultants.

· Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.

· Knowledge of proper modern office methods, record keeping, procedures, practices, and computer equipment, software, and applications.

Duties and Responsibilities: The following are to be performed accurately, completely, independently, professionally, and in a timely manner:

• Compose and produce business correspondence, reports and related materials. All products must be formal, professional and error free.
• Type and proofread a wide variety of reports, letters, memos and statistical charts, typing from rough draft or transcribing dictation.
• Perform most administrative duties associated with planning, scheduling and coordinating workload.
• Assume beneficiary designation forms intake, follow-ups, filing, system updates, etc.
• Manage direct deposit issues between players and third party administrators.
• Manage files, including digitizing any paper files.
• Run routine reports and answer player inquiries.
• Answer phones with a high degree of customer service, excising triaging skills and ability to answer routine questions.
• Manage and/or monitor projects assigned by Benefits Supervisor, Operations Manager, Executive Assistant or other office staff.
• Respond to inquiries and requests for information requiring knowledge of office policies and procedures.
• Prepare agendas, gather and organize supporting information, and manage production and distribution of related materials.
• Research, compile, assemble and analyze data for special projects and a variety of statistical, financial and narrative reports.
• Coordinate preparation and production of major documents, such as Committee and Board reports; prepare and distribute notices, action reports, letters, and other correspondence as required by action taken in the meetings.
• Maintain files of records related to the Board, Commission, or Council proceedings and activities.
• Implement changes or enhancements to procedures to improve productivity, efficiency and service.
• Order office supplies; submit expense claims.
• Perform other related duties as assigned or requested.

BEHAVIORAL AND FUNCTIONAL COMPETENCIES

· Attention to Detail: Ensure all communications and information generated is complete, accurate and error free.

· Problem Solving: Identify and resolve problems efficiently; gather and analyze information; develop solutions; use reason.

· Customer Service: Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments.

· Oral Communication: Speak clearly and persuasively; listen and get clarification when necessary; responds informatively to questions.

· Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; sets goals and objectives; organize or schedule other people and their tasks.

· Professionalism: Approach others in a polite and tactful manner; maintain composure and react well under pressure; treat others with respect and consideration; follow through on commitments.

· Judgment: Exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process; make timely decisions.

· Dependability: Follow instructions; take responsibility for own actions; complete tasks on time.

· Confidentiality: Exposed to Plan confidential information on a regular basis and as such must maintain that confidentiality.

· Initiative: Seek increased responsibilities; seek developmental growth; solicit feedback regularly.

JOB QUALIFICATIONS

· Skills: Proficient in use of Microsoft Office Applications (Word, Excel, Outlook). Ability to type at a speed necessary for successful job performance.

· Minimum Education: Associate's Degree. Combined experience/education as substitute for minimum education. A bachelor’s degree may be substituted for experience.

· Strong Work Tenure: From one to three years of strong experience supporting managers and/or executives, preferably in a sophisticated business-related organization.

· Minimum Field of Expertise: Administrative or high-level secretarial or specialized clerical work, including extensive performance of sophisticated administrative and organizational duties.

· Preferred Education: Bachelor's Degree

· Preferred Field of Expertise: Prior administrative experience demonstrating performance of and responsibility for support staff and management in a sophisticated business environment

PHYSICAL DEMANDS

· Required to sit and use the telephone and other communication/Information Technology equipment for long periods of time.

· Required to interact with computer systems to access, update and create information and documents at assigned workstation and other locations, as required.

· Occasionally required to physically maneuver an office environment.

· Occasionally required to reach with hands and arms.

· Regularly required to talk and hear.

· Occasionally required to bend, lift or climb.

· Occasionally required to lift light weights (less than 25 pounds).

· Occasionally required to lift moderate weights (25 – 50 pounds).

· Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.