Administrative Assistant at WEINGART CENTER ASSOCIATION – Los Angeles, California

JOB SUMMARY:
The Administrative Assistant will provide administrative support to the Director of Programs and Services, as well as all programs in general, manage funder and other reporting duties and handle other projects as assigned.

ESSENTIAL FUNCTIONS INCLUDE, but are not limited to following:

Secretarial
Provide secretarial, clerical and administrative support to the 3 Programs Directors.
Manage purchase orders and expense reports when needed.
Program Reporting/Data Collection/Contract Compliance
Maintain a report calendar and produce necessary reports for the Department.
Produce demographic, service and certain financial reports required by funders, as well as internal reports.
Coordinate and monitor data collection from programs.
Assist with contract compliance.
Special Projects/Other Duties
Assist the Directors on a wide range of special projects and with other duties that may be assigned.
Program troubleshooting when necessary.
Conduct tours of the Center.
Programs department supplies and distribution management.
Maintain and control files and filing systems.
Work with volunteers when directed
Assist with the maintenance of the client boutiques
Report for work as scheduled
And other duties as assigned.
Ability to work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering the ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and respecting the diversity of our work force in actions, words and deeds.

PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT:

Sitting and standing for long periods of time, along with being able to move to various physical locations in the complex.
Ability to see, hear, and talk clearly to receive instructions and to give instructions. Ability to operate a computer efficiently. Must be able to operate all types of office equipment.
Work indoors in temperature-controlled environment.
Complex reading and writing skills. Ability to read, punctuate, proof, and analyze complex reports.
High level concentration and attention to detail for extended periods of time required.
Ability to quickly organize and communicate thoughts and to understand communications from others.
Ability to work independently, with others, around others, have verbal contact with others, face-to-face contact with others and prioritize work and make decisions.
Ability to communicate effectively with individuals in the organization, on the Board, and outside providers and consultants.

KNOWLEDGE, SKILLS AND ABILITIES:
Typing speed of 65-70 wpm and ability to operate basic office equipment.
Strong computer skills (proficient in the use of word processing and spreadsheet software (Microsoft Word, WordPerfect, Excel or Lotus a plus).
Excellent writing and oral communication skills.
The ability to manage several projects simultaneously.
Excellent interpersonal skills to interact with personnel at all levels in the organization and relate well to contacts outside the organization.
Exercises discretion and holds confidential any business and personnel matters pertaining to the Weingart Center Association.
Sensitive to the needs of low income and homeless clients.
Flexibility in meeting deadlines and adjusting to changing priorities.

EDUCATION/TRAINING AND EXPERIENCE:
B.A. or equivalent preferred.
Minimum 3 years’ experience providing administrative support to upper management. Demonstrated abilities in management of multiple projects and priorities essential.