Administrative Specialist

Lutheran Services Florida - Tampa, FL (30+ days ago)


Administrative Specialist *– Head Start / Early Head Start Tampa*

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Overview: **Lutheran Services Florida (LSF) is an organization that is guided by big ideas and these guiding principles create an imperative to serve that compels LSF to build on organizational strengths, overcome weaknesses and create effective programs in response to human suffering and need. The mission, values, vision and ends polices guide the work of LSF. These guiding principles also shape the advocacy and promotion efforts of the organization, which focus on the needs of the vulnerable, overcoming barriers to service and positioning LSF to effectively respond to opportunities.

The LSF business model responds to a rapidly changing service landscape with an aggressive growth strategy. That growth is predicated on methodical pursuit of entrepreneurial opportunities and the maintenance of a new program "pipeline." LSF provides value by developing and competently deploying efficient organizational structures; effective operating policies and procedures; accountable management systems and processes; and expertise in the form of personnel, strategic alliances or purchased services.

We have over 60 Programs throughout Florida, an operating budget of over $210 million dollars and 1,400 employees. Our Head Start Programs are in multiple counties throughout Florida providing multiple program options including center base, family childcare, home base, pregnant mothers, infants and toddlers.

Vision**

“Ready for School, Prepared for Life”

Mission**

To educate, equip, and empower children, families and staff through partnership and efficient data driven systems to close the achievement gap.

Summary: **To serve as a member of an Executive Staff consisting of the Executive Vice-President (VP), VP for Operations, VP for Finance and Administration (CFO), VP for Human Resources and Organization Development, VP of Early Learning, Research and Training and Associate VP of Support Services and perform work of broad scope and complexity under the Executive Vice President for Lutheran Services Florida who also serves as the Executive Director for LSF Head Start Programs. The position requires the use of considerable judgment and independent action and may include the delegation of work to others. Work requires a high level of discretion and often requires the use and handling of confidential information.

Essential Functions: **

Expense Management

  • Review and Submit the monthly credit card statement for the Executive VP.
  • Responsible for maintaining the expenses for travel and credit card reconciliation for the Head Start Executive Management Team.

Coordination Duties

  • Manage and maintain Executive VP schedule/calendar.
  • Crafts and delivers both written and verbal presentations as required. Must be able to communicate with tact, judgment, empathy and energy.
  • Coordinates and manages special projects to and from the Executive VP to Executive Staff, Policy Council and LSF Board of Directors in concert with federal regulations regarding Shared Governance including confidential and highly sensitive matters.
  • Supports the Governing Body, Policy Councils and Policy Council Advisory Boards to include the maintenance of Governing Body Legal Documents such as Board and Policy Council data and policies.
  • Prepares correspondence, memoranda, reports and other material of a highly confidential nature, including correspondence to and from Executive Staff, Policy Council and Advisory Boards.
  • Coordinating and participating in Policy Council and Board meetings when necessary as well as meetings and conferences, taking minutes, providing advice and follow-up correspondence.
  • Responsible for high-level event planning and travel arrangement for Policy Council and other Advisory Boards.
  • Develops and executes statewide marketing and communication plans to promote Children and Head Start Services for LSF in concert with LSF marketing and planning team.
  • Provides statewide grant coordination with identifying in-kind donations and other non-federal share funds to support LSF Children and Head Start Services with meeting their required match.
  • Attends and participates in workshops and other meetings to acquire and disseminate information to Head Start/Early Head Start staff.
  • Maintains strict confidentiality with respect to Head Start/Early Head Start children, families and staff in accordance with established policies and procedures

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Minimum Qualifications**

Education: **

Bachelor’s Degree in Public Administration, Communication, Business Administration, Non-Profit Management or a related field.

Experience: **

Three years of related experience and/or experience working with Senior Level Executives in a decision making role.

Physical Requirements: **

Reasonable accommodation may be made for otherwise qualified persons with disabilities. Bilingual preferred: English/Spanish or English and other languages present in the local area. Also required: Successful completion of a Level II background screening and drug screening prior to hire.

Knowledge, Skills and Abilities: **

  • Requires the ability to read and prepare a variety of correspondence, reports, forms, newsletters, budgets, etc. using prescribed formats and assuring that such documentation is correct in form and style.
  • Requires the ability to deal with a wide range of personalities and people from varied socio-economic backgrounds.
  • Exceptional organization skills and attention to detail are required and the candidate must be able to meet designated deadlines.
  • Outstanding reading, writing and verbal communication skills. Work requires the ability to efficiently write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using fine language.
  • Demonstrated ability to compose correspondence and content materials which often require an understanding of industry-specific subject matter, company standards and/or procedural guidelines.
  • Knowledgeable about early childhood, Head Start and nonprofit is a plus, and able to state LSF, Children Services and Head Starts position on such issues.
  • Ability to handle relationship with governments, funders, other businesses and organizations.

Lutheran Services Florida Children & Head Start Services**

3627 West Waters Avenue, Tampa 33614**

EOE/DRUG-FREE WORKPLACE**

Job Type: Full-time