Employment Opportunities

Description

Administrative / Program Support Assistant SPIP is seeking a skilled and confident Administrative Assistant

Hours: In Office Position - 32 hours a week - (days TBD) Responsible to: Operations Director and Executive Director

Duties Include: Client Data Base Coordination and Support

•  Understands how the database works for the agency. 
•  Act as key trainer in concert with MACC* and based on the Train the Trainer model for the agency. 
•  Tracks quality and immediately identifies data problems to MACC and management that need to be addressed. 
•  Troubleshoots issues encountered by users and reports difficult issues to MACC for resolution. 
•  Assist in the development and generates standard reports for the agency using Data Explorer.
•  Works to ensure database security and immediately reports any possible security breaches to SPIP Management and MACC. 
•  Assist in integration and program changes of the database for the agency. 
•  Suggests changes and/or revisions to the database to Management and MACC and tracks the all agreed upon changes. 
•  Test new revisions and/or changes in the agency database. 
•  Tracks users as they leave the agency and identifies new users – submitting new user requests to Management and MACC.
•  Assists in communicating key database/changes to staff and evaluates/shares staff reactions to database and its usage to management and MACC.
•  Attends database MACC agency admin meetings. (* Note- MACC is SPIP’s Client Database administrator and provider) Administrative Support 
•  Maintain and purchase office supplies and equipment and perform related record keeping. 
•  Manage donor database and thank you letters. 
•  Manage office mail. 
•  Update SPIP website as needed (i.e., event notices, job postings, approved edits, etc.). 
•  Have acute knowledge of and utilize all office maintenance and service contracts. 
•  Oversee internet, security and telecommunications systems proper function, and assist with technology issues (reboots, contacting vendors/service providers to address issues, etc.). 
•  Coordinate with suppliers, vendors, equipment reps, and facilities maintenance and repair people, etc.
•  Manage and build relationships with outsourced functions such as suppliers and contractors. 
•  Maintain an inventory of office supplies and equipment. 
•  Assist with general development duties. 
•  Maintain staff emergency contacts. 
•  Perform supporting admin duties. 
•  Assist with scheduling and setting-up meetings. 
•  Assist in entering client data as needed. 
•  Assist with general events. 
•  Play a leadership role in annual SPIP Hockey Game fundraiser. 
•  Assist in answering phones when needed. 
•  Perform other duties as assigned by the Executive or Operational Director.

Program Support 

•  Manage client related emergency vendor cards, order client-direct-need items and perform appropriate approval and record keeping processes.
•  Assist with onboarding new employees, including working with SPIP tech consultant in issuing new employee’s email, and computer; cell phone set-up, and initiating all calendar, schedule and database access.
•  Work with Technology consultant as needed in addressing staff computer issues.
•  Cover desk at BTS victim service center on occasion as needed.

Required Education: Associate College degree or equivalent professional experience.

Job Experience/Skills Requirements: 

•  Proficiency in Microsoft Office, Excel, Word 
•  Office administrative work: 2 years 
•  Excellent organizational skills and attention to detail 
•  Excellent time management skills 
•  Ability to function well in high paced environment
•  Basic understanding of operating general business equipment (cell phones, computers, copiers, etc.). 
•  Database development/coordination skills 
•  Ability to instruct others in learning processes and procedures as required 
•  Ability to write and communicate well 
•  Comfortable troubleshooting 
•  Capability to maintain complete internal and external confidentiality 
•  Ability to be held to the highest work ethics 
•  Must pass a criminal background check

Pay and Benefits: Between $20 to $22 per hour depending upon experience; Excellent comprehensive medical, dental, disability and life insurance, and generous paid time-off are provided.

Additional Information: 

•  Valid driver’s license, vehicle and auto insurance required 
•  3 professional references available when applying.

How to apply: Send resume, cover letter and at least 3 professional references by e-mail to rmc@stpaulintervention.org or by mail to St. Paul & Ramsey County Domestic Abuse Intervention Project (SPIP), 394 Dayton Ave. St. Paul, MN 55102 or by fax: 651 645-6556.

Open Until Filled

SPIP values diversity and encourages people from Black, Indigenous, Latinx, Asian/Pacific Islander, people of color, immigrant, lesbian, gay, bisexual, nonbinary and trans communities to apply. We encourage applicants of diverse age, gender, and religious/spiritual beliefs to apply.

Equal opportunity employer

The above statements are intended to provide a summary of this position, and do not encompass all the functions of or qualifications required for this position.