An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Administrative Assistant - Duties & Responsibilities Supports day-to-day administrative operations of CPC and assists the Executive Director with maintaining organizational records and annual 501(c)(3) requirements. Assists with organizing files, records, calendars, program documentation, agreements, and other administrative materials. Supports CPC programs and projects by tracking timelines, maintaining documentation, collecting information, and completing assigned follow-up activities. Assists with awarded grants by organizing documentation, collecting program data, tracking deadlines and deliverables, and supporting quarterly and other required reporting. Supports the Executive Director and CPC Executive Committee with coordinating meetings, preparing agendas and meeting materials, scheduling, and follow-up activities. Schedules meetings, communicates with partners, prepares materials, takes and maintains meeting minutes, and tracks assigned action items. Assists with the implementation and day-to-day coordination of assigned CPC programs and projects. Current projects may include
CPC/LINKS
(Learning Networks for Kids), CPC/HGNC (Home-Grown Network for Childcare), CPC/KSSAP (Kids Space School Age Program), and additional partnerships supporting young children and families throughout Grant County. Supports the mission, vision, goals, and activities established by CPC and participating network partners. Assists with updating annual MOUs, partnership agreements, membership records, contact information, and collection and tracking of applicable membership fees. Maintains communication with community and state partners, including ECECD, Growing Up New Mexico, statewide coalitions, early childhood programs, and other organizations. Assists with collecting and maintaining program and outreach data, including participation, families served, recruitment, community contacts, and other required information. Supports CPC outreach, community events, trainings, presentations, social media, website updates, and other communication efforts as assigned. Builds and maintains positive relationships with families, providers, businesses, community organizations, and local and state partners. Represents CPC professionally at assigned community meetings, outreach events, trainings, conferences, and other activities. Participates in CPC outreach efforts and must be willing to travel, including occasional overnight stays. Performs other duties as assigned by the Executive Director.
Skills:
Dedication and commitment to CPC's mission and values. Strong administrative, organizational, and time-management skills. Excellent attention to detail and ability to identify and correct discrepancies. Strong oral and written communication skills. Ability to maintain accurate and confidential records. Ability to organize multiple projects, responsibilities, and deadlines. Ability to work independently with initiative while receiving direction, feedback, and mentorship. Ability to communicate and work effectively with a broad and diverse community population. Ability to build and maintain positive professional relationships. Experience with Microsoft Office, electronic files, calendars, spreadsheets, and general office technology. Knowledge of or willingness to learn about Early Childhood Education and programs serving children and families. Knowledge of the Grant County community, including family and community needs, preferred. Ability to assist with preparing reports, presentations, meeting materials, and community communications. Ability to respond to organizational needs within a flexible schedule.
Preferred Qualifications:
Associate's or Bachelor's Degree in a related field and/or relevant experience in administrative support, early childhood education, nonprofit work, customer service, or community-based programs. Must pass required background check.
Wage/Position:
Contractual position. Responsible for applicable taxes, including GRT and self-employment taxes. Current W-9 must be on file with CPC. Will receive a 1099 from CPC in accordance with applicable requirements.
