Provide high-level administrative support by managing the operations of the administrative
office within the agency, including handling information requests, conducting research,
preparing statistical reports, assisting with financial functions, assisting with human resource
functions, coordinating grant/contract compliance and reporting. This includes high level office
management functions such as preparing correspondence, receiving visitors, arranging
conference calls, and scheduling meetings. May also train and supervise other support service
Administrative Leadership Team (Executive Director, Directors) (30%)
Arrange and participate in meetings, conferences, and project team activities and provide
the support necessary for organizing meetings and conference calls, including but not
limited to securing the location, organize the materials needed, coordinate date and time
with the participants, food, and tracking RSVP
Organize travel arrangements
Provide general administrative support: including composing general written
correspondence for distribution, copying, faxing, scanning, emailing, and preparing outgoing
Organize and maintain various policy and procedure manuals and operating agreements
Assist in planning and coordinating social events
Type and word-process various documents and electronic information for submission
Communicate and provide information by relevant methods internally and externally to
assist and enable organizational operations and effective service to connecting groups.
Interpret instructions and issues arising, and then implement actions according to
administrative policies and procedures.
Research and investigate information to enable strategic decision-making by others
Review incoming mail and distribute time sensitive material for review, identifying area of
Facilitate correspondence appropriately to outside individuals and agencies.
Ensure confidentiality with all YouthLink material
Attend and take Board Meeting Minutes to further create a draft of minutes for Executive
Other duties as assigned by Executive Director or Director, Strategic Design and Evaluation
Grants-Contract Compliance and Reporting (30%)
Data entry and administrative support for grant processing, including contacting and
communicating with grantees, collecting due diligence information, generating
documentation, and creating records and files associated with all grants or contracts
Monitor status of a grant from inception to receipt, payments
Monitor and coordinate grant and contract reporting.
Contacts grant manager, gathers due diligence, captures information in data system,
generates agreements, makes sure invoice data in place to secure payments, creates grant
Participants in monthly service meetings about grant - contract compliance, reporting,
Monitors development, submissions of grant/contract reports and distributes to directors
Verifies all deadlines are met, requirements and information complete.
Contacts grant leadership to request additional items needed. Closes out completed grants.
Assists in monitoring of contract - grant payments for cash flow purposes through a monthly
analysis and adjustment process.
Works with Finance area to process grant-contracts requests for payment
Performs other related duties as assigned.
Human Resource Assistant: 20%
Assist in the recruiting of new staff by providing job descriptions, posting on various
university websites, craigslist, Minnesota council for Non-Profits and YouthLink website,
Tracking applicant demographics in our database to be used for state required tracking
Employee orientation, development, and training logistics and recordkeeping
Creating and maintaining new employee offer letters
Assisting with employee relations
Compensation and Benefits administration and recordkeeping
Maintaining employee files and the HR filing system
Assisting with the day-to-day efficient operation of the HR services
Ensuring all the appropriate “required by law” signing are in place around various
Finance Assistant: 20%
Assisting Finance area in various month-end duties such as matching receipts for both
petty cash & check request
Maintain company credit cards with proper check-in and check-out of cards, keeping an
accurate database of all cards used and the proper documentation to accompany credit
Distribute petty cash and bus tokens/passes when needed
Help to create and maintain vendor files and assist in filing
Back-up to contract CPA for weekly check-runs
Assisting contract CFO in preparation of outgoing Grant Reports to ensure they are out
in a timely manner
Working closely with contract CPA on various government reports and private
The qualified candidate must be able to:
Effectively communicate with all members within an organization from Board –
Executive Level – Clients Served.
Handle and screen all incoming calls, mail, electronic media and voicemail in an efficient
and organized manner.
Provide conflict-free calendar of meetings and appointments for Executive
Utilize Microsoft Office for management and production of paper flow.
Utilize Microsoft Office to complete data entry with utmost precision and accuracy.
Plan travel itineraries (transportation, lodging, etc) to provide most efficient use of time.
Process expense reports in a timely manner.
Monitor and reconcile monthly administrative budgets with CFO, Directors, Executive
Effective communication skills
Highly confidential, organized
Highest ethical standards
Ability to form relationships with clients, faculty and staff and follow through with
Attention to detail, determine priorities and maintain a high degree of professionalism
At least 2 years experience in an administrative office coordination capacity.
4 year college degree strongly preferred.
Excellent word-processing and database management skills are necessary.
Significant PC experience with a thorough working knowledge of Windows and
Demonstrated experience and ability working and communicating with team of diverse
leaders, staff and clients
Outstanding interpersonal and organizational skills are required.
Must be detailed oriented and be able to problem solve.
Knowledge, understanding and sense of urgency for grant-contract reporting
requirements and compliance
Must be able to pass a criminal background check and drug screen.
Knowledge of administrative and clerical procedures and systems such as word
processing, managing files and records, stenography and transcription, designing forms,
and other office procedures and terminology
Knowledge of the structure and content of the English language including the meaning
and spelling of words, rules of composition, and grammar
Knowledge of principles and processes for providing customer and personal services.
This includes customer needs assessment, meeting quality standards for services, and
evaluation of customer satisfaction