Administrative Assistant

TERMS OF REFERENCE

ADMINISTRATIVE ASSISTANT

I.BACKGROUND

Step Together Association (STA) is a secular, non-political and non-profit organization that works with children and adults with special needs.

Step Together is inspired by the educational principles of Rudolf Steiner* and is recognized by the international curative education council at Goetheanum (Switzerland). Rudolf Steiner’s ideology and educational methods are based on the acceptance of the spiritual uniqueness of each human being regardless of his disabilities, religion, or racial background.

Step Together’s curriculum adopts the Rudolf Steiner ideology, which is a system that enables special needs to grow and develop with acceptance and love. It considers each individual's academic, physical, emotional, and spiritual uniqueness and emphasizes artistic activity as integral to all learning.

The association offers a comprehensive and holistic approach to education, care, and therapy for around 200 special needs individuals with learning difficulties, intellectual disabilities, and different levels of autism, ranging in ages between 3 to 60 years old, across its different programs. Its work also involves monitoring the health of students and extending emotional and psychological support to their families.

Step Together Association is located by the riverside of Mansourieh Al Daishounieh, a mere 15 minutes drive from downtown Beirut, a venue that lies amidst a peaceful environmentally protected area, surrounded by trees, mountains, and water.

II. CLASSIFICATION

This is a full-time position, and typical work hours and days are Monday through Friday, 8:00 a.m. to 4:00 p.m. Occasional evening and weekend work may be required as job duties demand.

III.SALARY
TBD based on expertise and degree.

IV.JOB PURPOSE
The administrative assistant provides support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication.Responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all administrative assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

V. SCOPE OF WORK AND RESPONSIBILITIES

1. Manages School Director's calendar and independently schedules appointments based on availability.

2. Screens incoming calls and correspondence, and responds proactively when possible.

3. Coordinates client meetings/presentations by arranging for facilities, catering, and issuing appropriate information to attendees/ staff meeting/leaders meetings.

4. Prepares information by collecting and reviewing information then inputting, editing, retrieving, and copying data, text, and graphics as needed to create digital files; mailing correspondence and phone calling as needed.

5. Responsible for supporting leadership and admin department.

6. Ensures availability of adequate photocopying services/facilities.

7. Manages transportation requests

8. Drafts letters and various correspondence (thank you letters, parent’s letters…)

9. Contributes to upper management to identify and suggest solutions on how to improve departmental and team morale.

10. Follow up on the enrollment process of new students, organizing and updating students’ files and official registry.

11. Prepares daily, weekly, monthly andyearly reports for all duties related to the job description.

12. Participates in administrative staff meetings and attends other meetings.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

VI. QUALIFICATIONS, EXPERIENCE, COMPETENCIES, AND SKILLS

i. Qualifications

A bachelor’s degree in Business Management, or qualifications in secretarial studies being an advantage or related discipline from an accredited institution.

ii. Experience

1. Essential Experience:

One to three years in an administrative assistant position.

2. Desirable experience:

Experienced with standard office procedures and software.

iii. Competencies:

Teamwork Orientation.

Initiative.

Time Management.

Communication Proficiency.

Project Management.

Ethical Conduct.

iv. Skills:

1. LanguageProficiency:

Mastery of English communication skills, both written and oral; French would be an advantage

Ability to effectively communicates key concepts and trends (both internal and external).

Decision-making, Problem Solving, and analysis skills.

Time and stress management skills.

2. ComputerProficiency:

StrongMicrosoft Excel, Powerpoint, Word

The ability to use web-based tools for research and communication is an advantage.

DatabaseManagement

CalendarManagement

3. Technical Competencies

Research and analysis

Attention to detail

Customer service

Phone Etiquette

VII. SUPERVISORY RESPONSIBILITIES

He / She reports to the administration manager or to the president of Step Together. This position has direct supervisory responsibilities but does serve as a coach and mentor for other positions in the department.

VIII. WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

IX. PHYSICAL HARDSHIP

No physical hardship is associated with this position.

X. POSITION TYPE/EXPECTED HOURS OF WORK

This is a full-time position, and typical work hours and days are Monday through Friday, 8:00 a.m. to 4:00 p.m. Occasional evening and weekend work may be required as job duties demand.

XI. TRAVEL

No travel is expected for this position.

XII. OTHER DUTIES

The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.