Administrative Assistant - Grants

Administrative Assistant – Grants

Administrative Assistant – Grants

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Job Description

Administrative / Office Management / Clerical - Full-time

The Opportunity
The Administrative Assistant will provide hands-on, pro-active, support, coordination, and facilitation of a variety of administrative activities for the Senior Program Officer (SPO) and Grants Team within the Foundations Department of RDV Corporation.  In addition, this role will provide office reception for the Philanthropy team. The Administrative Assistant will assist in fostering excellent communication, and highly effective and efficient office operations, while creating professional, warm, and engaging interactions with the Philanthropy team and guests.

Culture of Care
At RDV Corporation, we recruit only the most talented people who are highly capable, energetic, positive, results focused, and who naturally contribute to a premier service-oriented culture. In turn, our employees experience competitive compensation and comprehensive benefits programs that enhance their lives and experiences. They also enjoy a workplace that is meaningful, engaging, and collaborative; a place where they can grow their career in the vibrant heart of downtown Grand Rapids, MI.

Duties and Responsibilities

Administrative Support to Senior Program Officer & Grants Staff

  • Serve as a critical part of the final stages of the grant review process, ensuring documents are reviewed for grammar, formatting, consistency in communication, etc. prior to being released.
  • Schedule meetings and proactively manage calendar for SPO (anticipate needs, watch for potential conflicts, and assist with managing time), keep daily schedule on track, and prioritize requests.
  • Work closely and effectively with the SPO to keep appropriately informed and coordinated, about upcoming commitments and responsibilities, providing follow-up as appropriate; acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the SPO updated.
  • Assist with special projects conducting due diligence, compiling reports, creating instructional presentations, etc.
  • Oversee processing of expense reports.
  • Organize travel arrangements.
  • Assist SPO in maintaining a clear grants process and supporting the team in consistent, exemplary implementation of approved processes.
  • Develop correspondence, reports, and internal memos; file and scan documents, attend meetings to take notes and prepare minutes.
  • Assist Grants staff as needed.

General Administrative Support

  • Handle multiple priorities and deadlines with exemplary follow through.
  • Manage incoming phone calls without direct supervision to provide appropriate information and assist with the organization and filing of incoming emails and correspondence.
  • Maintain and update electronic contacts.
  • Organize and maintain files, items for approval/signature.
  • Collaborate with other assistants to support events and meetings.
  • Assist with special projects as assigned.

Office Reception

  • Greet visitors; cheerfully and tactfully receive incoming phone calls; direct inquiries to the appropriate person/department. Take initiative to handle appropriate general information inquiries without direct supervision.
  • Greet and welcome guests; practice professional and courteous hospitality; announce arrival to appropriate staff person.
  • Perform a variety of front desk responsibilities including handling deliveries, parking validation, recordkeeping and voucher ordering, shipping packages, and checking calendars to confirm availability of space for meetings.
  • Pick up, sort, and distribute mail

Office Supplies and Maintenance

  • Maintain inventory for commonly used office supplies; receive supply requests from staff; place orders; receive and distribute supplies and review respective invoices; stock and organize supply cabinets.
  • Responsible to order books, monitor subscriptions, and order other supplies as requested.  
  • Monitor and order food and beverage supplies for the Foundations team; maintain the general appearance of the kitchen, work room, and Foundation team conference rooms.
    • Make coffee, stock the refrigerator, load/unload the dishwasher, set up and tear down for meetings, etc.
  • Place and pick up lunch orders upon request.

Elements of Success

  • Associate degree and a minimum of five years administrative support experience required; reception and professional office experience preferred.
  • Exceptional writing, review, and editing capabilities with experience finalizing reports and preparing external communications.
  • Excellent verbal and written communication skills with the ability to organize, prioritize, follow through on projects, and work independently. 
  • Demonstrated proficiency in Microsoft Word, Outlook, Excel, PowerPoint and Internet; database experience preferred.
  • A good understanding of general office practices, procedures, and office equipment; proficiency in proper use of English grammar in spoken and written word (editing and document review.
  • Ability to handle multiple priorities and deadlines with attention to detail and confidentiality.
  • Ability to work with all levels of management in a professional manner, with the highest level of confidentiality.
  • Personal demeanor that is mature, courteous, cheerful, and gracious; all interactions approached with a servant heart.
  • Previous experience or knowledge of faith-based organizations and/or community based not-for-profits desirable.

Essential Physical Demands

  • Must be able to lift/transport boxes of approximately thirty (30) pounds; stoop, bend, and climb steps and stairs.
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