Friday, January 15, 2010

Program Secretary, NAMI Southwestern Pennsylvania - Pittsburgh, PA

Posted: 1/15/10

STATUS: Non-Exempt, Full-Time

EXPECTATION FOR ALL EMPLOYEES

Support the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, accountability and commitment to the mental health community.

POSITION SUMMARY

Under the supervision of the Associate Director, this position is responsible for providing varied, complex and often confidential secretarial and office assistance to the staff. Candidates will function as administrative liaison with Board of Directors.  The incumbent must be able to work in a relatively fast-paced environment with demonstrated ability to juggle and prioritize multiple tasks and seek supervisory assistance as appropriate.

ESSENTIAL DUTIES AND RESPONSIBILTIES

Staff liaison to the Board of Directors and Committee Chairs

• Prepare and disseminate agenda information, board reports, and meeting minutes in a timely fashion.
• Schedule committee meetings.
• Coordinates all materials and organization binders for Board members.
• Attend and takes minutes at Board of Directors meetings, committee meetings and staff meetings as requested.
• Maintain official record of all Board and Committee minutes.

Secretarial duties to Executive Director and staff:

• Schedule and organize activities such as meetings, travel, conferences and department activities for all members of the department.
• Develop, maintain and update filing system for the department. Retrieves information from files when needed. 
• Establish, maintain and update library of mental health informational brochures, books, videos, trade journals and magazines.
• Compose letters and cover letters with requested information sent to callers.
• Type letters, reports, contracts, e-mails, and fax transmittals.
• Proofread materials to ensure correct grammar, accuracy, completeness, and consistency.
• Answer phones and provide direct phone assistance to callers by supplying information and/or resolving problems in accordance with NAMI procedures including inquiries relating to the status of NAMI functions and activities.  Collect data on informational calls. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Maintain inventory of resource materials—order or reproduce when needed, distribute, and research new materials on the Internet.
• Schedule and cancel appointments, arrangements, meetings, and classes as directed.
• Prepare for mass mailings or assist with mass mailings when needed.
• General secretarial/clerical functions including filing, copying, posting mail, and other duties.
• Initiate correspondence independently.
• Research, compile and summarize a variety of informational materials both hard copy and via the internet.
• Order office supplies, complete purchase requisitions, photocopy check requests and process checks for mailing, assist with completion of expense reports and document corporate credit purchases.

Special Event Coordination:

• Prepare site application for WALK.
• Coordinate and schedule meetings and luncheons for WALK.
• Develop and maintain database of fund development activities associated with WALK donations
• Maintain mailing list of participants
• Assist with statistical and evaluation reports as required
• Establish and maintain effective working relationships with donors and sponsors.
• Administrative functions relating to fund development, which may include research, data management, assistance with grant preparation, donor acknowledgements/follow-up telephone calls and correspondence, event assistance.
• Assist with Annual Conference including, taking minutes at Committee meetings, coordinating workshop proposals and speaker arrangements and other duties as assigned by the Director of Education and Outreach.

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS

• High School diploma. Advanced training preferred. At least 5+ years secretarial or administrative experience, or any equivalent combination of education and experience which provides the required knowledge, skills and abilities.
• The incumbent must be able to handle multiple tasks simultaneously.
• Must use confidentially and be sensitive to various constituent groups. 
• Office administration and advanced secretarial practices and procedures, such as business letter writing and  proficiency with MS Office products including, word, excel, access and power point.
• Record keeping, report preparation, filing methods and records management techniques.
• Experience in minute taking and preparation.
• English usage, spelling, grammar, punctuation and vocabulary.
• Understanding of NAMI policies and procedures.
• Excellent customer relations and communication skills.
• Understand and follow oral and written directions.
• Display independent judgment in the resolution of problems and the performance of assigned duties.
• Must be able to work in a team environment.
• Knowledge of mental health system a plus.

PERFORMANCE CRITERIA:

The effective performance of this position will be judged by:

• Evaluation by supervisor at least annually.
• Timely and thorough completion of assigned tasks and responsibilities.
• Sensitivity to the needs of the organization’s constituents, including members, staff, supporters and Board members.
• Evidence of cooperation with Board members, volunteers and other staff as needed to further the goals and objectives of the organization.

TO APPLY:  Please forward cover letter and resume to info@namiswpa.org by February 1, 2010 or mail to HR Director, NAMI Southwestern PA, 105 Braunlich Drive, Suite 200, Pittsburgh, PA 15237

No phone calls please.

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

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