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Administrative Specialist

The Administrative Specialist of CCCA helps “keep the train running,” reporting to the Director of Operations and Member Services. His/her outstanding organizational skills are displayed in the ability to prioritize, manage and complete tasks assigned from different departments. Juggling several tasks simultaneously and maintaining timely communication with the departmental leaders is imperative in this role.

OVERALL QUALIFICATIONS
The Administrative Specialist shall:
1. Have a personal relationship with Jesus Christ and affirm the CCCA Statement of Faith.
2. Adhere to the Organizational Behaviors of CCCA and sign the document as a covenant with colleagues.
3. Work to fully understand CCCA as an organization and the ways that members are successfully served.
4. Possess a desire to pursue the mission of CCCA.
5. Have demonstrated experience in administrative support.
6. Project a warm-professional image in representing CCCA internally and externally.
7. Be detailed-oriented, organized and skilled at follow-through.
8. Provide excellent communication

POSITION SCOPE
The successful candidate will be responsible for delivering on prioritized goals and objectives, also detailed in the Key Focus Areas document, and to provide support services to these CCCA departments:
a. Operations and Member Services
b. Marketing and Communications
c. Training and Events
d. CCCA’s Office Functions

DUTIES
Benefit the efforts of several CCCA departments in the following areas:
In Operations and Member Services:
Section Work
Manage sectional conferences by communicating dates and organizing the efforts of the National Speaking Team for these events. Coordinate National Team efforts with Region Representatives from the Board of Directors to ensure processes of excellence in shipping materials, scheduling and recognizable support of the event.
Communicate Drop/Add/Renewal list to relevant sections and Buying Power partners monthly
Manage requests and receipt of relevant audit items needed from sections
Assist in the facilitation of QuickBooks Online for sections, specifically in billing and tracking
Manage quarterly Section Presidents’ Conference Call through promotions and reminders, call set-up, tracking participation, note taking and storing and emailing participants the recording
Manage communication of Section Presidents’ Symposium through RSVPs and reminders, tracking participation, note taking when on-site, and storing and emailing participants follow-up notes
Assist with section elections by managing the calendar, communications with contacts, vetting, voting and announcements
Operations
Order supplies for office, building maintenance and janitorial services as needed
In Marketing and Communications:
InSite magazine
Secure completed W9s for writers, process contracts and ensure check submission
Mail InSite copies to writers and advertisers
Miscellaneous
Enter website updates, including section and NextGen content updates
Assist with traffic control for all Marketing/Communications projects, including InSite production, e-blasts and conference program. Ensure that these items are routed to staff and that materials are proofed and approved for production.


In Training and Events:
National Conference
Secure National Conference speakers’ bios, photos, completed contracts, check submission and travel arrangements
Ensure speaker assets are accurate and integrated into promotional pieces
Process Comp Forms
Excellence in Training (EIT) webinars
Secure EIT speakers’ bios, photos, completed contracts, check submission and other arrangements
Ensure speaker assets are accurate and integrated into promotional pieces
Set up appointments with EIT presenters for pre-calls and the main events
Manage EIT promotional templates
National Conference
Recruit national conference moderators. Manage important details for the effective use of moderators at conference
Research and purchase materials needed for national conference
Assist with conference shipping and receiving efforts
Assist in sourcing vendors
Manage the pick-up/drop-off schedule for VIPs
In CCCA’s Office Functions:

Mailing
Maintain mail room and equipment by loading postage, ensuring clean and orderly area and managing needed updates
Manage mailings (Ex. Poster mailings to universities)
Print mail reports and reset apparatus
Organization
Help manage the filings, storage and organization of items as needed
Data Management
Become proficient in the use of CCCA’s database as needed for job functions

NEXT STEPS
If you feel that this job description details tasks that are a good fit for your knowledge, skills and interests, please send your resume, with cover letter, to hr@ccca.org.

Time:  Full-Time Year Round
Salary:  Paid
Category:  Clerical/Office

Updated: 4/24/2019 10:22:08 AM