Administrative Assistant

BLACK AIDS INSTITUTE

Job Description

Administrative Assistant

OVERVIEW

The Administrative Assistant is responsible for executing day-to-day administrative matters. The position is responsible for developing and managing administrative systems, establishing priorities, ensuring deadlines are met, and establishing and maintaining office and record-keeping systems and procedures.

Black people, LGBTQ+ people, and people living with HIV or on PrEP are highly encouraged to apply.

Job Location: Charlotte, North Carolina

Reporting Relationship: Program Director

Supervisory Relationship: None

Salary Range: $46,258 to $55,000 depending upon qualifications

ORGANIZATION-WIDE DUTIES AND RESPONSIBILITIES:

• Support the mission, vision, and values of the Institute.
• Comply willingly with all organizational policies and procedures.
• Support all functions that attain and maintain accreditation and compliance with regulatory agencies.
• Support and facilitate positive interaction with others by exhibiting:

- Individual maturity - Respect for others

- A team-centered approach - Maintenance of confidential

information

• Communicate appropriate information to other departments in a timely and effective manner.
• Participate in appropriate professional development programs to attain and maintain competency.

POSITION-SPECIFIC DUTIES AND RESPONSIBILITIES:

• Receive guests and provide general front desk receptionist services. Route inquiries to the appropriate staff.
• Order office and kitchen supplies, oversee maintenance of office equipment, and handle incoming and outgoing mail and deliveries.
• Follow instructions and pre-established guidelines to perform the functions of the job.
• Maintain strict confidentiality of all activities.
• Maintain the confidentiality and currency of office records and files including personnel records for staff.
• Provide back-up support, as needed, to the bookkeeper.
• Contribute to streamlining and increasing efficiency of office procedures and systems.
• Assist, as needed, with the setup of in-house meetings, the organization and upkeep of the common areas of the office, and general office operations.
• As directed by the Program Director, prepare workspace for employees: arrange phone and computer setup and provide orientation to the general operations of the office, including phones, office equipment and supplies, and the location of shared files on the computer.
• Maintain the Institute contact database.
• Provide administrative support, as requested by the Program Director on various activities such as program-related events.
• Performs other related duties as assigned

SUPERVISION/TRAINING:

• Meet regularly with the Program Director
• Participate in agency training programs.

POSITION QUALIFICATIONS:

• Excellent oral written and presentation skills.
• A true go-getter.
• Well-groomed appearance.
• Ability to manage multiple deadlines in a fast-paced environment with multiple priorities.
• Knowledge of database computer programs.
• Outstanding organization, project and time management skills.
• Demonstrated creativity, resourcefulness and flexibility.