Administrative Specialist (Win) Jobs

Southeast Michigan Community Alliance (SEMCA) is recruiting talented professionals who want to contribute and make a difference in our southeast Michigan community!! SEMCA is a Michigan Works! Agency providing workforce development programs. SEMCA offers a competitive package to full-time employees who are eligible for benefits on the first day of hire including 12 annual holidays, 30 days accrued paid time off per year, and 6% employer match to 403(b) retirement plan! SEMCA is a 501(c)(3) nonprofit organization and employees with student loan debt are eligible to apply for public service loan forgiveness (PSLF).

Annual Wage Range: $42,000 - $50,000

Job Summary

Under the direction of Workforce Intelligence Network (WIN) leadership, this position provides a high level of administrative support to workforce development grant project team members.

Essential Duties and Responsibilities

• Assists in the coordination, control, and completion of special projects as requested, and performs other job-related duties as assigned.
• Creates, composes, and edits technical and administrative correspondence and documentation; prepares a variety of technical, financial, and narrative reports, letters, memos, and other written correspondence and materials, including social media; prepares meeting materials and assists with the development of PowerPoint presentations.
• Establishes and maintains organized and efficient files and records for the workforce development team; gathers, enters, and updates data to maintain records, files, and databases; responsible for the administration, security, confidentiality, and retention of office files.
• Provides support for associated activities, including managing schedules and calendars, making travel arrangements, screening, and handling telephone communications, greeting, and directing visitors, and managing administrative problems and inquiries under the direction of leadership.
• Accepts and contributes to the positive culture at SEMCA-WIN, as defined in the SEMCA Cultural Commitment
• Assists in the development and distribution of final typed products for federal, state, and local plans and reporting; is actively involved in supporting the monitorings, contracts, budgets, RFP processes and other related activities for the WIN workforce development team.
• Organizes and facilitates meetings, conferences, and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on various administrative and operational matters arising from meetings.
• Serves as the Administrative Specialist for WIN workforce grant programs leadership and is the administrative point-of-contact for employers, external institutions and agencies, and the public regarding workforce point of contacts.

Cultural Commitment

The following items reflect critical components of the culture at SEMCA and are the personal responsibility of every member of the SEMCA organization. The effective SEMCA team member:

• Maintains a positive professional image through actions, appearance, timeliness, meeting commitments and deadlines, and daily demonstration of a positive and supportive attitude
• Demonstrates commitment to personal growth and learning and applies knowledge in a variety of situations
• Demonstrates flexibility and adapts to changing needs and direction
• Treats others with respect and courtesy. Values differences and honors the perceptions and capabilities of others
• Uses creative approaches to solve problems, eliminate root causes, and prevent their recurrence
• Takes personal responsibility for achieving objectives and meeting expectations of the organization; effectively manages time and priorities with minimal supervision
• Communicates effectively with all customers, internal and external, and listens and responds to their needs
• Demonstrates a “customer first” attitude on a daily basis and in all activities and interactions
• Recognizes and respects the confidential nature of the information exposed to at SEMCA. Understands that what we see and hear here, stays here
• Works effectively with others. Looks for and takes advantage of opportunities to help others serve our customers or meet their objectives. Actively supports the spirit of teamwork at SEMCA
• Identifies opportunities to simplify processes, add value, reduce costs and improve productivity
• Holds oneself personally accountable to the highest quality standards and best practices. Continually seeks ways to improve skills and take customer service to the next level
• Recognizes that anyone who receives or is touched by our products or services is our customer. Our customers are both internal and external to the organization, and include clients, suppliers, service providers, supervisors, peers, board members and the general public

Qualifications

All SEMCA team members are expected to be technically competent and committed to continuous development of their skills. The following skills, knowledge and education or certifications are specifically required for this position:

• Highly competent with Microsoft Office software including Outlook, Word, Excel, and PowerPoint
• Highly organized with strong attention to detail
• Associate degree in Business or the equivalent of a minimum of three (3) years of administrative support experience
• Ability to manage multiple assignments and projects, prioritize tasks and meet deadlines under pressure
• Demonstrated work-ethic and proactive approach to problem-solving
• Outstanding communicator with excellent verbal and written skills
• Demonstrated ability to work independently and collaborate with staff

Physical Demands

Work location is primarily a virtual environment, which requires significant self-motivation and use of software to stay connected to team. Equally important is attendance at in-person internal staff meetings and conferences, as directed by supervisor. Consistent with other businesses, commute time is not factored into normal business hours. Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials on an LCD screen and smartphone, hearing, and speech sufficient to communicate in person and over the telephone. These requirements may be accommodated for otherwise qualified individuals requiring and requesting and/or needing additional accommodation.