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Administrative Support Team Manager, Operations

--School Group--

ROLE DESCRIPTION 

Position  

Administrative Support Team Manager, Operations 

Department 

Administrative Support Team 

Reports to  

Director of Operation  

 

About School Group 

School Group (SG) is a start-up international non-profit developing a cutting-edge global e-learning platform that will allow students around the world to connect for peer-to-peer collaborative learning and skills development — improving the accessibility and quality of education, while transforming lives and impacting future success. We need talented people to help us make our vision a reality. So, if you believe in the power of education, international development and community service — and have the time, skills and know-how to match — we want you as a School Group volunteer. 

 

 

Role Overview 

The primary purpose and function of the Administrative Support Team Manager is to provide proactive, responsive and efficient senior-level administrative and project support to Administrative Assistants in each department. The Administrative Support Team Manager also provides general clerical support such as managing the Administrative Support Team schedule, creating agendas, preparing minutes for leadership meetings, preparing documents, managing a virtual filing system, organizing data, managing volunteer communications, and other projects as assigned. 

 

 

Essential Functions 

  • Administrative Support Team structural development 

  • Provides management to the administrative support team in their day to day processes. 

  • Maintains a document management system to store, manage and track electronic documents. 

  • Provide administrative advisory services and program support to team leads when Support Team members are engaged in other activities. 

  • Ensure that School Group has continuous administrative support during working hours. 

  • Assist in the management of leadership and division calendars, and manage incoming calls, visitors or other means of communication for the division leadership. 

  • Develops and maintain workflows to support proper use of file management system. 

  • Assists Administrative Support Team with preparation and distribution of various reports, summaries, and presentations. 

  • Updates and compiles agendas and meeting minutes for assigned department meetings. 

  • Provides cross training and support for other administrative positions, as needed. 

  • Arranges business travel by booking transportation, arranging lodging and meeting and/or conference accommodations. 

  • Performs other duties as assigned. 

Essential Department and Organizational Functions 

  • Propose and implement process improvements 

  • Meet deadlines for completion of workload 

  • Maintain agreed upon work schedule 

  • Provide cross-training on specific job responsibilities 

  • Meet identified business goals that contribute to departmental goals 

 

 

Every effort has been made to identify the essential functions of this position. However, this position description in no way states or implies that these are the only duties you may be required to perform. The omission of specific descriptions of duties does not exclude them from the position if the work is similar, related or can be considered essential to this position. 

 

 

Key Relationships 

 

  • Add positions consulted for this role, both internal and external. Also include direct reports, if any, and level of supervision. 

 

 

Qualifications 

Basic 

  • Associate degree required. 

  • Minimum three years’ experience providing administrative support to executive or high-level manager required. 

  • Ability to prepare correspondences requiring the typing of no less than 40 WPM. 

  • Candidates must also possess a working knowledge of office automation software and tools. 

  • Ability to maintain discretion with sensitive or confidential information 

  • Ability to take initiative and follow-through on requests until completion 

  • Ability to use good judgement in difficult situations 

  • Ability to work collaboratively with a variety of personalities and styles 

  • Ability to communicate professionally with a service-oriented approach 

  • Intermediate or higher proficiency of Microsoft Office (preferably Microsoft Office 365 and Dynamics 

  • Experience working in a remote environment 

  • Detail-oriented with excellent time management skills 

  • Works well independently and as part of a team. 

 

Preferred 

  • Strong interpersonal skills 

  • Comfortable with ambiguity and resourceful to independently find solutions 

 

 

 

Why volunteer with us? 

We are a community of people from different parts of the world who share a common belief in improving education which will eventually reduce poverty and improve the quality of life and living conditions globally. Volunteering with us will enable you to build your resume and gain invaluable experience in a supportive environment. 

 

  • In the USA, School Group is a Certifying Organization, offering the President’s Volunteer Service Award (PVSA) to eligible volunteers. 

 

  • School Group will provide a letter of recommendation to all volunteers who are able to showcase outstanding performance for professional references. 

 

 

Other information 

 

This is a volunteer position. There will be no financial compensation. Our organization is 100% volunteer-run. We welcome volunteers located anywhere in the world, as long as they can connect reliably to the internet.