Administrative Specialist

Casey-Family-Programs; Seattle (WA); On-site; USD 65,000 - 77,000; Full time

Benefits offered by this job

Medical, dental and vision coverage

12 days annual leave

12 days sick leave

10 paid holidays per year

Personal holiday each year

Parental leave up to 8 weeks

Sabbatical after 10 years of service

Learning and development opportunities

Job summary

Casey Family Programs in Seattle, WA is seeking an Administrative Specialist to provide administrative and project support to a work unit Managing Director and team. You will manage calendars and travel, coordinate projects and events, and prepare documents for the MD and leadership.

You will develop administrative processes, coach staff, monitor budgets, process invoices and expenses, and support confidential information handling.

Qualifications

• Bachelor’s Degree and a minimum of 5 years of administrative support experience, at least 3 at the executive level.
• Strong organizational skills, critical thinking, and effective written and verbal communication.
• Broad knowledge of computer software and advanced Excel skills.

Responsibilities

• Maintains the MD or Senior Director’s calendar and travel schedule.
• Manages projects and events at local and national levels with leadership.
• Responds to MD requests and drafts memoranda, reports, and presentations.

Skills

Strong organizational skills

Critical thinking

Written and verbal communication

Autonomy

Independent judgment

Education

Bachelor’s Degree and 5+ years administrative support experience

Tools

Microsoft Office

Excel

Job description

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America. Founded in 1966, Casey Family Programs works in all 50 states, the District of Columbia, two territories, and tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values diversity, equity, inclusion, anti-racism, anti-discrimination, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives to apply.

Job Summary:

The Administrative Specialist is responsible for providing administrative and project support to a work unit Managing Director (MD) or Senior Director and their team.

• Maintains the MD or Senior Director’s calendar and travel schedule. Works closely with the MD or Senior Director, the work unit leadership team, and other internal and external parties to ensure a well-coordinated schedule.
• Manages projects and events at the local and national level in conjunction with the MD or Senior Director and work unit leadership team. Coordinates with work unit staff, other Casey work units, external partners, and vendors to ensure successful project/event completion.
• Responds to incoming requests to the MD or Senior Director on a wide variety of issues and works through to resolution. Drafts and edits memoranda, reports, presentations, and other documents as requested by the MD or Senior Director.
• Develops and maintains work unit administrative processes, ensuring alignment with Casey policies and work unit goals. Serves as the subject matter expert on administrative issues, provides coaching and guidance to work unit administrative staff as needed.
• Supports the MD or Senior Director and the work unit leadership team in the maintenance of the budget. May provide ongoing budget monitoring and variance analysis; prepares budget adjustments as needed. Works with work unit staff to ensure accurate processing of invoices, expense reports, and other financial items.
• Performs other duties as assigned.

Qualifications:

• A Bachelor’s Degree and a minimum of 5 years of administrative support experience, at least 3 of which have been at the executive level. Relevant experience may be substituted for education.
• Strong organizational skills, critical thinking, and effective written and verbal communication skills are needed. The ability to work autonomously and exercise independent judgment is required.
• A broad knowledge of computer software is required. Advanced skills in the Microsoft Office suite, especially Excel, are needed.
• Proven success in working in a diverse, multi-cultural environment is required.
• Ability to perform effectively in high pressure and stressful work environment. Ability to manage stress and self-care.
• Ability to work onsite full-time to meet the collaborative responsibilities that are essential for position. Regular and reliable attendance is required.
• Physical requirements include the ability to lift and reach for light objects; ability to type and work at a computer for extended periods of time as a primary job function.
• Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
• Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is require.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The typical hiring range for this position in Seattle, WA is $65,450 to $77,000. The full salary range for the role is $65,450 to $88,550. As a mission-driven organization, Casey strives to balance competitive pay with our mission. Actual placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process.

Casey Family Programs offers comprehensive benefits including medical, dental and vision coverage, accrual of 12 days of annual leave, 12 days of sick leave,10 paid holidays per year, and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time regular employment, employees in good standing are permitted for a three-month sabbatical with pay. CFP also offers many opportunities for continued learning, training, and development.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.