Under the leadership of the Operations Manager, Policy and Systems, this position is responsible for providing administrative support to ensure the efficient operations of the Policy & Systems Department.  Key duties include coordinating and supporting internal and external meetings, maintaining an organized office, supporting project-based work, and facilitating collaborative endeavors.  This position will also be responsible for managing the Department Director's schedule.

 

• Provide administrative support to the Policy and Systems Department by assisting in the preparation of presentations, organizing charts, spreadsheets, mass mailings and other unique special projects for meetings.
  
• Calendar and manage the schedule for the department Director.
  
• Assist the team by scheduling conference calls, meetings, research and confirm meeting venues, prepare meeting agendas and other necessary meeting documents.Perform other duties assigned by the department Director, and work with the Operations Manager to coordinate other duties requested by Associate Directors and/or department staff.
  
• Place and expedite supply orders, maintain supplies and inventory by checking stock to determine inventory level, obtain vendor quotes/bids.
  
• For department travel: prepare mileage reimbursements; book reservations, prepare credit card business expense claim forms and other travel related duties assigned by Director or Operations Manager.
  
• Support onboarding of new staff.
  
• Maintain department filing system and ensure proper storage and organization of electronic documents on network drives.
  
• Evaluate and propose modifications to current processes to improve and maximize efficiencies.
  
• Ensure all collaborate with IT department to ensure equipment is functional and efficient.
  
• As required, provide support to endeavors connected with the Greater Los Angeles Homeless Count
  
   

• Excellent communication and interpersonal skills; detail oriented and proficient in priority-setting.
  
• This position requires the ability to effectively follow through on tasks to completion and work independently with minimal supervision.
  
• Thorough knowledge of Microsoft Office 2010/2013 and a working knowledge of Windows 7 operating systems including Microsoft Access, Outlook, Excel and Word are mandatory. Working knowledge of database management software is strongly preferred, as the position requires the ability to organize, store, and share data.
  
• Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgment.
  
   

• Associate or bachelor's degree or an equivalent combination of education and two or more years' experience in office management is strongly preferred.