AACTE American Association of Colleges for Teacher Education

JOB SUMMARY

The Administrative Assistant is responsible for a variety of daily and weekly business tasks that directly support the needs of the Association and ensure smooth operations for the National Office. This position reports to the Special Assistant to the President.

ESSENTIAL DUTIES

Meetings & Travel

Assist in scheduling appointments, meetings, and conference calls across time zones and virtual / audio formats.
Assist with booking travel arrangements, including arranging for flights, hotel accommodations and rental car/local transportation.
Provide on-ground and in-office meeting support including, but not limited to: Conference room reservations, room set up, catering, setting up video conference links and technology.

Office Management

Provide telephone coverage during office hours.
Serve as liaison between the association and office building personnel to ensure AACTE is compliant with all building regulations and policies and can access all building support functions and services as needed.
Order office materials and supplies.
Assist in maintaining relevant subscriptions and memberships for the association.

Operations Support

Process incoming mail from the Aurora PO Box, including sending checks to the accounting firm lockbox, forwarding publications as appropriate, and scanning and emailing documents to appropriate staff.
Process credit card reconciliations and expense reports, including invoicing client organizations for travel expense reimbursements.
Use Bill.com software to create and process invoices.

Information Management

Compile and enter information and data for the association’s management system and other existing databases.
Organize and maintain files and filing systems to support ELT and ensure information can be retrieved easily.

Other duties and projects as assigned.

VALUES & COMPETENCIES

The Administrative Assistant is expected to accomplish their work in accordance with AACTE’s core values as follows:

Diversity, Equity & Inclusion

Be mindful and inclusive of our diverse range of colleagues and stakeholders – who we are, how we think, the experiences we bring to work, and our skill sets and personalities.
Treat all colleagues and stakeholders with fairness, dignity, and respect to create a positive environment.
Adhere to all workplace policies outlined in the Employee Handbook to create a safe working environment free of harassment and all forms of discrimination.

Quality & Impact

Process/maintain documents and information according to all federal, state and local requirements, using the highest standard of discretion to protect the confidentiality of AACTE, our members, and our employees.
Respond to member requests promptly and interact in a supportive way.
Collaborate with co-workers and proactively share project information with relevant staff.
Know the data, facts, and figures associated with their projects, provide regular updates to stakeholders, and respond quickly with accurate answers when questioned.

Inquiry & Innovation

Demonstrate understanding of AACTE’s mission, purpose, and strategic goals, and incorporate this perspective into questions, decision making, and ideas for change / improvement in administrative processes.
Gather and integrate information from a variety of sources ensure understanding of available facts and data when working independently on projects.
When challenging assumptions and/or the status quo, use rational argument and evidence, and then experience.
With support from Supervisor, keep abreast of knowledge, outside developments, and trends in our field; and identify key professional working relationships and proactively develop them over time.

TRAVEL REQUIREMENTS

Up to 25% travel, typically to meet with coworkers in the Greater Denver area; and occasionally to the National Office in Washington, DC or conference locations.

EDUCATION, EXPERIENCE, and SKILLS

Associate or bachelor’s degree preferred; high school diploma with applicable experience required.
2-3 years’ experience supporting executive leaders, including maintaining/protecting confidential information.
Word processing, data entry, and data management – experience with the Microsoft Office Suite preferred.
Written communication – business writing, proofreading and grammar proficiency.
Oral communication – able to ask relevant project questions with curiosity and respect; and deliver clear project updates or make process recommendations in a positive, professional manner.
Organizing/prioritizing – capable of managing variety of projects and details simultaneously and delivering error free work on time according to established process and expectations.
Social/Emotional Intelligence – able to shift from working independently to working collaboratively based on shifting priorities in a deadline-driven environment.

WORKING CONDITIONS

When in the national office, working conditions are characteristic of an office setting. Work is performed in an area that is adequately lighted and ventilated. When working remote, staff must adhere to guidelines set forth in the AACTE Remote Work Policy. Physical demands required to perform work include walking, standing, bending, and carrying of light items.

COMPENSATION & BENEFITS

Base pay for this position is $42,000 – $55,000 DOQ, plus a comprehensive benefits package including medical, dental, vision, life, short-term disability, and long-term disability insurance coverages, as well as generous leave time; and 403b and/Roth IRA retirement plans with employer match after 6 months.

ABOUT THIS JOB DESCRIPTION

At AACTE we expect job descriptions do not limit employees, but rather encourage them to expand their experience, adapt to change, grow their skills, and develop their ability to contribute to the mission of AACTE. Thus, while this document provides a general overview of the expectations, duties and responsibilities of this position as of the date on the first page, the incumbent can expect to review it with their Supervisor during their annual performance review meeting to ensure that it is updated appropriately as business needs shift and evolve.

Equal Opportunity Employer

AACTE is an Equal Opportunity Employer and prohibits against harassment of any applicant or employee because of race, color, national or ethnic origin, age, religion, disability, sex, sexual orientation, gender identity and expression, veteran status or any other characteristic protected under applicable federal or state law. AACTE allows for reasonable accommodations that enable an individual with a disability to participate in the application process, to perform the essential duties and responsibilities of a job, and to enjoy equal benefits and privileges of employment that are available to individuals without disabilities.