ADMINISTRATIVE / PROGRAM SUPPORT ASSISTANT

Saint Paul & Ramsey County Domestic Abuse Intervention Project (SPIP)

         394 Dayton Avenue Saint Paul, Minnesota 55102 Phone: 651-645-2824                        

ADMINISTRATIVE / PROGRAM SUPPORT ASSISTANT

SPIP is seeking a skilled and confident Administrative Assistant

Hours:  In Office Position - 32 hours a week - (days TBD) 

Responsible to: Operations Director and Executive Director

Duties Include:

Client Data Base Coordination and Support

• Understands how the database works for the agency.
• Act as key trainer in concert with MACC* and based on the Train the Trainer model for the agency. 
• Tracks quality and immediately identifies data problems to MACC and management that need to be addressed.
• Troubleshoots issues encountered by users and reports difficult issues to MACC for resolution. 
• Assist in the development and generates standard reports for the agency using Data Explorer.  
• Works to ensure database security and immediately reports any possible security breaches to SPIP Management and MACC.
• Assist in integration and program changes of the database for the agency. 
• Suggests changes and/or revisions to the database to Management and MACC and tracks the all agreed upon changes.
• Test new revisions and/or changes in the agency database.
• Tracks users as they leave the agency and identifies new users – submitting new user requests to Management and MACC.
• Assists in communicating key database/changes to staff and evaluates/shares staff reactions to database and its usage to management and MACC.
• Attends database MACC agency admin meetings. 

(* Note- MACC is SPIP’s Client Database administrator and provider)

Administrative Support

• Maintain and purchase office supplies and equipment and perform related record keeping.
• Manage donor database and thank you letters.
• Manage office mail.
• Update SPIP website as needed (i.e., event notices, job postings, approved edits, etc.).
• Have acute knowledge of and utilize all office maintenance and service contracts.
• Oversee internet, security and telecommunications systems proper function, and assist with technology issues (reboots, contacting vendors/service providers to address issues, etc.).
• Coordinate with suppliers, vendors, equipment reps, and facilities maintenance and repair people, etc. 
• Manage and build relationships with outsourced functions such as suppliers and contractors.
• Maintain an inventory of office supplies and equipment.
• Assist with general development duties.
• Maintain staff emergency contacts.
• Perform supporting admin duties. 
• Assist with scheduling and setting-up meetings. 
• Assist in entering client data as needed.
• Assist with general events.
• Play a leadership role in annual SPIP Hockey Game fundraiser. 
• Assist in answering phones when needed.
• Perform other duties as assigned by the Executive or Operational Director. 

Program Support

• Manage client related emergency vendor cards, order client-direct-need items and perform appropriate approval and record keeping processes.
• Assist with onboarding new employees, including working with SPIP tech consultant in issuing new employee’s email, and computer;  cell phone set-up, and initiating all calendar, schedule and database access. 
• Work with Technology consultant as needed in addressing staff computer issues.
• Cover desk at BTS victim service center on occasion as needed. 

Required Education:

Associate College degree or equivalent professional experience.

Job Experience/Skills Requirements:

• Proficiency in Microsoft Office, Excel, Word
• Office administrative work: 2 years
• Excellent organizational skills and attention to detail
• Excellent time management skills
• Ability to function well in high paced environment
• Basic understanding of operating general business equipment (cell phones, computers, copiers, etc.).
• Database development/coordination skills
• Ability to instruct others in learning processes and procedures as required
• Ability to write and communicate well 
• Comfortable troubleshooting
• Capability to maintain complete internal and external confidentiality
• Ability to be held to the highest work ethics
• Must pass a criminal background check

Pay and Benefits:

Between $20 to $22 per hour depending upon experience; Excellent comprehensive medical, dental, disability and life insurance, and generous paid time-off are provided. 

Additional Information:

• Valid driver’s license, vehicle and auto insurance required 
• 3 professional references available when applying.

How to apply:

Send resume, cover letter and at least 3 professional references by e-mail to rmc@stpaulintervention.org or by mail to St. Paul & Ramsey County Domestic Abuse Intervention Project (SPIP), 394 Dayton Ave. St. Paul, MN 55102 or by fax: 651 645-6556.

OPEN UNTIL FILLED

SPIP values diversity and encourages people from Black, Indigenous, Latinx, Asian/Pacific Islander, people of color, immigrant, lesbian, gay, bisexual, nonbinary and trans communities to apply. We encourage applicants of diverse age, gender, and religious/spiritual beliefs to apply.

Equal opportunity employer

The above statements are intended to provide a summary of this position, and do not encompass all the functions of or qualifications required for this position.