Sr. Administrative Assistant #256-19

American Public Media - Saint Paul, MN4.1

Full-time | Temporary
Who We Are:
Minnesota Public Radio (MPR) is one of the nation's premier public radio stations producing programming for radio, digital and live audiences and operates a 46-station radio network serving nearly all of Minnesota and parts of surrounding states. Reaching 1 million listeners each week, MPR and its three regional services 'MPR News, Classical MPR and The Current' produce programming for radio, digital and live audiences.

American Public Media is the largest station-based public radio organization in the U.S., combining multi-regional station operations, national content creation and distribution in one organization. With a portfolio that includes Live from Here with Chris Thile, BBC World Service, Marketplace and the leading classical music programming in the nation, APM is one of the largest producers of public radio programming in the world. One thousand stations carry American Public Media's 20-plus national programs. Its multi-regional station operations include 49 public radio stations and 42 translators in the Upper Midwest and California.

Your Role:
As the Senior Administrative Assistant, you will provide primary administrative support to the Senior Vice President, Chief Technology Officer and General Manager of Regional Services of Minnesota Public Radio and American Public Media Group. Your role works closely with the Senior Vice President to assure smooth functioning of the central administration for APMG Technology, Engineering, and Operations division, MPR News, 89.3 The Current, and the regional and national Classical Music divisions.

In addition to coordination and administrative duties, you will take an active role in the department financial tracking, personnel time tracking, and assists the Senior Vice President and division team with ongoing budget maintenance and reconciliation in support of MPR Regional Services, Technology, Engineering, and Operations division activities. As the Senior Administrative Assistant, you support the division's budget planning and expense administration processes. Your role will interact internally across the organization and have contact with external industry colleagues and partners.

Application Deadline: Open until filled

Position Duration: 3 months

Position Responsibility:
Provide daily administrative support for the Senior Vice President, including calendar management, correspondence, records maintenance and information management, logistical and organizational support for meetings, travel arrangements, expense processing, and project coordination.
Coordinate meetings with other departments and executive management as directed. Prepare and send advance information. Prepare notes and summaries for distribution as requested.
Work closely with the SVP, CTO, and GM of Regional Services to facilitate efficient oversight of Division(s) Administrative Functions.
Ensure administrative procedures and systems are in place to support the Senior Vice President and other members of the Department as needed. Routinely analyze administrative procedures and identify opportunities for process improvement and cost reduction without service compromises.
Maintain databases and filing systems as required. Process T&E and other expenses vouchers and invoices as necessary ensure that corporate expense policies are followed. May coordinate other billings for corporate-wide activities. Serve as a resource to all departments in Finance Department.
Prepare purchase orders and CPAs, process expense reports for Senior Vice President. Reconcile purchase orders, research past transactions, keep records and report transactions for the departments, communicate issues as they arise.
Track revenue billing, payroll, and interoffice financial reconciliation.
Responsible for reporting on grants, including tracking and coordinating with grant team and finance.
Manage and track expenditures, including personnel hours, invoices, payments, and budget.
Keep records of contracts, anticipate renewals and work with Senior Vice President and team to facilitate.
Work with Finance staff to coordinate periodic projections, and budget revisions as needed.
Analyze Division contracts, expenditures, invoices and payments.
Support Senior Vice President with divisional human resource processes, including employment, performance management, and employee logistics/workspaces. Work with HR to ensure compliance with company guidelines, and ensure proper handling of confidential information.
Support the division's financial processes, including budget planning and forecasting, processing, tracking and reporting expenditures, researching discrepancies and assisting other leaders in the department with finance systems and software. Maintain proper records and help ensure division compliance with company financial policies.
Coordination for various assigned administrative projects for the division which would include these duties:
Serve as lead coordinator of the project, under direction of appropriate manager.
Track progress against project deliverables and plan.
Develop and deliver key communication, including status reports and communication plan, if applicable.
Manage co-coordination of the work of others as it relates to the project.
Support the planning and the development of all project deliverables.
Support Management of project deliverables in the line with the project plan.
Report project status.
Surface project issues for resolution as needed.
Assist in assembling, reviewing and distributing Committee and Board materials.
Support communicating and representing the work of Division(s) within the company.
Act as first-point-of-contact for vendors and guests by providing excellent customer service. Greet, assist, provide resources, and/or direct as appropriate.
Update intranet (Wave) pages for specified departments, including Corporate Administration policies and procedures.
General office management duties include, but are not limited to: ordering and stocking supplies, distributing mail, and coordinating maintenance of office equipment.
Other duties as assigned.

Required Education and Experience:
Bachelor's degree or equivalent work experience.
Five or more years' administrative support experience or equivalent.
Significant experience using Microsoft Office (Word, Excel, PowerPoint, Outlook).
Experience with coordinating budgets.

Required Skills, Knowledge and Abilities:
Detail-oriented with excellent organizational skills and the ability to prioritize and work under pressure.
Must be self-motivated and a self-starter.
Must possess excellent customer services skills and a friendly and professional attitude.
Must demonstrate expert Microsoft Office skills (Word, Excel, PowerPoint, Outlook) and be willing to learn new software applications, such as Dreamweaver and Visio.
Must have the desire and ability to successfully work as a part of a team.
Strong service ethic, the ability to meet deadlines, and the ability to contribute to the overall quality of the Division.
Ability to manage multiple, simultaneous, high priority tasks.
Must be able to exercise professional discretion and independent judgment when handling personal/professional contacts.
Must maintain a high degree of confidentiality in an information-rich environment.
Excellent written and verbal communication skills that allow successful interaction with all areas of the organization and with external constituents.
Solid interpersonal skills with the demonstrated ability to develop and maintain productive relationships with creative, energetic and demanding professionals.
High level of enthusiasm and energy.

Preferred Skills and Experience:
Knowledge of media, non-profit or technology organizations.
Accounting/bookkeeping experience.
Experience using a web-based expense reporting system.
Experience using an ePO system.
Experience in managing grants or similar budgets.
Reporting To This Position: None

Physical Demands and Working Conditions:
Must be able to perform the essential duties of the position with or without reasonable accommodation.

Physical Demands:
Required to move about in an office environment and sit for extended periods of time.
Frequent use of hands for data entry/keystrokes and simple grasping.

Working Conditions:
Moderate noise level.
Occasional exposure to prevalent weather conditions.

Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

We are committed to hiring a breadth of diverse professionals and encourage members of diverse groups to apply.