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Center for Schools and Communities Executive Assistant

Job Location: Camp Hill, PA

The Center for Schools and Communities (CSC) a statewide education, training and technical assistance organization, is seeking qualified candidate for a full-time position as a Center for Schools and Communities Executive Assistant.

This position supports the Chief Programs Officer of day-to-day administrative detail while coordinating the flow of information to the Chief Programs Officer office as required for policy and operational decisions. This includes maintaining confidentiality while coordinating and overseeing all written and oral communication for the Chief Programs Officer's office, managing the Chief Programs Officer schedule, and keeping the Chief Programs Officer informed about urgent and critical issues. This position serves as a liaison between the Chief Programs Officer, CSC staff and with state department staff as needed. This position also assists the Chief Programs Officer with special projects, collecting and compiling relevant data, and preparing clear and concise reports and presentations.

Areas of responsibility include:

• Communication handling
• Calendar management
• Meeting preparation / Event planning
• Monthly reports
• Project coordination
• Confidentiality management
• Office organization
• Relationship building / Liaison services
• Expense reporting
• Research assistance
• Travel coordination

• Administrative and operations support

   

Salary: $47,000 -- 58,000 dependent on qualifications. This is an exempt position working a 260 day per year, 12-month work schedule. Excellent benefits including medical, dental, vision insurance; retirement options including Pennsylvania Public School Employees Retirement System (PSERS) and life insurance options.

This full-time position follows a regular Monday through Friday (37.5 hours per week) work schedule with the opportunity to allow a hybrid work schedule consisting of three (3) days in-office work at the Center for Schools and Communities office located in Camp Hill, PA location and two (2) days telework from home and/or approved off-site locations.  In addition, face-to-face interaction with clients, meetings and trainings may be required on days deemed as teleworking days.  Certain requirements, based upon CSIU telework policy and administrative regulations, must be met.  The CSIU has the right to cancel or suspend the employee teleworking privileges at any time, for any or no reason due to the requirement of the CSIU and client needs.

 Education, Experience and Skills Required:

• Minimum requirements include either:
  • Bachelor's degree in business, communications or a related field, and at least five (5) years of increasingly responsible experience in administrative work including support at the executive level (preferred).
  • Associate's degree in business, communications or a related field and eight (8) years of increasingly responsible experience in administrative work including support at the executive level;
  • High School Diploma / equivalent General Education Diploma (GED) with minimum 13 years of increasingly responsible experience in administrative work including support at the executive level.
• Excellent ability to prioritize and manage time efficiently to handle both personal and executive tasks is vital.
• Excellent organizational skills to manage multiple tasks, maintain order and optimize productivity.
• Strong attention to detail:
  • Ensuring accuracy in documents, schedules, and other tasks to avoid errors that can have significant consequences.
  • Knowledge of common business languages, practices and etiquette.
• Emotional Intelligence:
  • Understanding and managing one's emotions and those of others to foster a positive work environment and handle sensitive situations.
  • Requires the ability to develop and main ain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
• Adaptability: Flexibility to navigate changes, handle unexpected challenges, and adjust to evolving priorities.
• Problem-Solving: The ability to assess problems, think critically, and implement effective solutions promptly.
• Discretion and Confidentiality:
  • Maintaining the confidentiality of sensitive information and acting with tact in all interactions.
  • Ability to maintain confidentiality while serving as a trusted staff member providing support to Senior Leadership.
• Event Coordination:
  • Skills in planning and coordinating events, meetings, and other activities, including vendor management and logistics.
  • Experience with coordinating and scheduling travel arrangements.
• Proactive and Anticipatory: Anticipating the needs of the CPO and taking the initiative to address them before being asked.
• Leadership and Collaboration: Leading projects, managing administrative tasks, and collaborating effectively with others.
• Workload Management: Organizing and scheduling tasks to ensure all responsibilities are handled efficiently.
• Strategic Thinking: Understanding the broader implications of decisions and processes to support the long-term success of the organization.
• Resilience: Persistence and the ability to handle difficult situations.
• Technology:

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``` - Expert proficiency skills in Microsoft Office Suite, Google Drive, Chat GPT, Microsoft Pilot and database software.  Proficiency with digital tools and technology to manage calendars, emails, and other office tasks efficiently.

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``` - Experience or ability to learn how to use Hubspot Customer Relationship Management (CRM) and Pheedloop event management software. - Adept at using virtual meeting platforms such as Web Ex, Zoom and Microsoft Teams.  - Expert proficiency and experience with Microsoft Outlook calendar management skills. - Excellent typing and electronic filing skills.

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``` - Ability to work independently and as part of a team and must have ability to communicate and work effectively with colleagues, co-workers, community agency personnel, and students/trainees.

For additional information about CSC, please visit http://www.center-school.org. For additional information about the position, to view the job description or to apply online, please go to www.csiu.org/jobs . In addition to completing the online application, interested applicants must upload current cover letter, resume and college transcripts conferring degree(s). Apply by September 18, 2024. EOE.