Open Position: Administrative Assistant
Department: Director’s Office
Location: Sands Point, NY
The mission of the Helen Keller National Center for Deaf-Blind Youths and Adults is to enable each person who is deaf-blind to live and work in his or her community of choice. Authorized by an Act of Congress in 1967, HKNC is the only organization of its kind—providing training and resources exclusively to people age 16 and over who have combined vision and hearing loss. Students travel from across the country to our headquarters in Sands Point, New York, for on-campus training in assistive technology, vocational services, orientation and mobility, communication and independent living, and our regional offices bring HKNC resources to communities throughout the United States. Employment at HKNC is a "one-of-a-kind" experience and at HKNC, we seek employees who have a strong work ethic, strive for excellence, enjoy a challenge, and are highly motivated and creative
We currently have an exciting career opportunity available to join the HKNC team as an Administrative Assistant at our Sands Point, NY location. The Administrative Assistant for the Executive Director of HKNC handles a wide range of administrative and executive support related tasks for the Executive Director (HKNC), Associate Executive Director and the Director of Direct Services at HKNC.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Provides daily support with routine tasks: phone support- voice, video phone, IM, visitors, select staff time records/ADP entry, staff/student requests, handles and/or researches routine requests from general staff, maintains daily attendance, performs weekly schedule changes for students/staff, create student ID cards, maintains cost effective data, ITP%s, and manages internal and external mail.
- Provides support with processing expense reimbursements for various departments and reconciling the monthly Amex statements for executive staff.
- Supports financial/budget development, formatting and submission of Grants and maintains tracking of expenses for Grants and supports completion of required reporting. Completes American Printing House
census quota. Completes NYS Dept. of Health Quarterly /Annual Census reports.
- Organizes/schedules staff orientation, assists with coordination of agency events.
- Answers questions regarding agency policies and procedures which do not require administrative decision; performs related duties as required.
- Is responsible for the compilation of the Annual Report; provides support to Executive Director to complete other reports to government including budget report, 524b, GPRA.
- Maintains NYS Commission for the Blind database for service outcomes, completes monthly reconciliation, compiles monthly Report and reconciles with NYS on an annual basis. Maintains user list and modifications
to the online program.
- Maintains staff holiday and vacation schedules for class coverage purposes.
- Maintains files in Administration and on shared network respective of correspondence, government reports, leases and state contracts.
- Manages Executive Director and Associate Executive Director’s calendars and Master calendar to coordinate a variety of individual and group meetings for effective utilization of meeting space.
- Prioritizes and manages multiple projects simultaneously and follow through on issues in a timely manner.
- Arranges travel schedule, logistics and reservations for the Executive Director Associate Executive Director, National Advisory Board members, Consumer Advisory Council members and others as needed.
- Drafts, prepares, distributes and follows-up with various correspondence. Assures that requests for information and other expressed needs or inquiries received by the department are promptly and accurately handled. Takes minutes of the HKNC National Advisory Committee meetings.
- Performs data gathering, analysis and presentation for a variety of projects.
- Responsible for other duties as assigned.
EDUCATION & EXPERIENCE:
Minimum of an Associate’s degree required; Bachelor’s Degree preferred. Minimum three to five years related experience and/or training; or equivalent combination of education and experience. Strong knowledge of MS Office suite including Word, Excel, PowerPoint, Internet and Database Software required. Must possess strong organizational and time management skills. Demonstrated commitment to completion of projects on a timely basis. Understanding of work procedures and job standards; detail oriented with background in administrative project coordination. Ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters. Ability to take initiative, multi-task and work well under pressure. Upbeat, positive, outgoing, personable and able to relate well with diverse populations and age groups. Willingness to learn American Sign Language.