Administrative Specialist

Job Title:                               Administrative Specialist

Specialty:                              Events and Corp HQ Admin Duties

Reports To:                           Event Planner & Donor Services

Direct Reports:                     None

FLSA Status:                        Non-exempt, Hourly

Summary:

As a partner in building brighter futures for youth and their families, your role will be to assist with and facilitate administrative duties for TVN Corporate Offices. You will maintain the front desk and various administrative functions that align with The Village Network’s (TVN) Mission, Vision & Values.

Trauma-Informed Workplace Note:

The Village Network wants to be a great place to work, and we are committed to being a trauma-informed and responsive workplace, believing the practices that help people heal and thrive in our services should also guide how we treat and interact with each other.

As an employee of TVN, you will endeavor to learn and practice:

• Making physical and psychological safety a priority
• Being open and honest, especially when things are hard, without fear of retribution
• Supporting each other
• Ensuring clarity of responsibilities and accountability of self and others 
• Working together collaboratively
• Actively listening and creating space for giving or receiving feedback, recognizing it may or may not be applied
• Treating people with dignity and respect

Essential Tasks, Duties, and Responsibilities:

Reception & Administration

• Greet all guests and answer general phone calls at TVN HQ in a warm, professional manner while directing individuals to the appropriate party. Lock and unlock main doors daily. 
• Manage the main reception area, keeping it organized and presentable.
• Handle and distribute TVN incoming and outgoing mailings daily, as well as ship, receive in/and distribute packages to addressed individuals promptly. Coordinate monthly billing distribution. 
• Order and stock supplies, including office supply room, copier, and kitchenette areas. 
• Provide clerical and administrative support including but not limited to gathering data, creating/maintaining Excel reports, creating/maintaining correspondence, data entry, electronic scanning, faxing, department mail distribution, and special projects as needed. 

Event Management Support

• Assist in designing, preparing, and printing event collateral and presentation materials. 
• Help coordinate details for in-house and off-site corporate events, client appreciation gatherings, and off-site meetings. 
• Assist with making edits to the company website and coordinating basic email marketing campaigns as needed. 
• Track marketing engagement metrics and maintain the customer relationship management (CRM) database as requested.
• Provide general assistance with marketing research, email outreach and other duties as assigned. 
• Assist with updating mail lists. 

Knowledge, Skills, and Abilities:

• High school diploma or equivalent required; associate or bachelor's degree in marketing or business preferred.
• Proven experience in reception, front desk, or administrative role.
• Hands-on experience with social media platforms, database software, and basic graphic design tools (Canva).
• Possesses excellent oral and written communication skills; ability to prioritize multiple tasks and problem-solve; excellent time management skills. 
• Expertise in phone skills, keyboarding, and all other officed equipment. Proficient in using computer technology and programs such as Microsoft Word, Excel, and Outlook. 
• Ability to demonstrate good decision-making techniques and use good judgement in dealing with people and information. Ability to maintain confidentiality of sensitive information.
• Ability to work independently yet collaboratively and prioritize tasks while adhering to the highest level of professional and ethical standards. Ability to make independent decisions within established guidelines on an independent basis.
• Familiarity with the social service environment and a commitment to the mission and values of The Village Network. Detail-oriented; customer-focused. 
• Valid Ohio Driver's License maintains a driving record that allows that individual to be insured with the insurance company providing The Village Network with vehicle insurance. Ability to travel to the different Village Network sites as neccessary.

 Physical Demands:

• Frequently move about inside the office to process incoming and outgoing mail, access filing cabinets, office machinery, etc.
• Constantly operate a computer and other office productivity machinery, such as a copy machine, computer, printer, etc.
• Ability to communicate (orally and written) with all levels of personnel, internal and external to the company.
• Ability to walk up and down stairs, bending, stooping, lifting, pushing, reaching, walking, and sitting for periods of time.
• Must be able to lift up to 25 pounds independently.