Office Assistant
Christian Science Reading Room Activities
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A. MAIN RESPONSIBILITIES (and approximate time spent on each): Provides expert support for office activities, programs, projects, etc. Spends most of time performing a variety of activities involving initiative, original ideas, and/or coordinating and executing complex processes and projects. Also performs some routine and detail work.
1. Performs complex administrative duties including data management (75%). These can include:
a. Coordinates department’s day-to-day administrative activities, such as setting up meetings, taking notes at meetings, updating CRM (Customer Relationship Management) Solution, talking to Reading Room Librarians in field, and general support to entire RR team. Also handles field correspondence as needed.
b. Oversees administration of Reading Room workshops. Makes travel arrangements, records payments, communicates with branches, etc. as well as adds data to CRM Solution after RR workshops.
c. Manages CRM data, adapts regular reports, and prepares new reports. Creates/prepares other reports, spreadsheets, graphs, and charts.
d. Researches, writes, edits, proofreads, etc. a variety of internal and Reading Room communications. Assembles, summarizes, and evaluates information.
e. Assists in managing Reading Room web site – updating product and other information, facilitates approvals as well as getting other content on web.
f. Develops, recommends, and implements improvements in administrative procedures and office automation.
i. May occasionally supervise on-callers and/or interns, on- and off-site.
2. Handles routine clerical tasks (25%). These can include:
a. Inputs letters, memos, and other documents from dictation, drafts, notes. Photocopies. Faxes.
b. Handles incoming phone calls, takes messages, provides information to callers, or routes as necessary.
c. Arranges meetings, schedules appointments/meetings.
d. Inputs and maintains data in CRM System. Generates regular reports.
e. Provides routine and detail support for projects.
f. Opens, sorts, and distributes mail. Distributes reports.
g. Orders and stocks office supplies for the department.
h. Maintains department’s files. Organizes, files and retrieves items.
B. REPORTING RELATIONSHIPS: Reports to the CSRRA Manager. It has regular contact with staff through the department, as well as other departments of The Mother Church as well as CSPS.
C. JOB REQUIREMENTS:
· Education/Experience: Strong demonstrated capabilities in office administration and support, typically gained through a college education and solid office experience (or the equivalent in secretarial training and at least five years of strong secretarial experience).
· Knowledge/Skills: Excellent writing and research skills, interpersonal skills, advanced knowledge of word processing, spreadsheets, databases, etc. Web knowledge highly preferred. Willingness to learn web programming languages.
· Qualities/Traits: Prayer-based, Christian, flexible, attentive to detail, able to keep confidences, ability to handle multiple priorities.
· Work environment: This position regularly works in an office environment.
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Christian Science: