Job Title: Information Visualization and Administrative Support Specialist
Reports To: Support to Service Providers Director & Prevention Director
FLSA Status: Full-time / Non-Exempt
Approved By: CEO
Approved Date: December 2017
I. Purpose & Summary of Position
Texas Council on Family Violence is a statewide organization representing a network of domestic violence programs that provide direct services to victims and their families, and serves as the voice of victims at the state level while working with local communities to create strategies to prevent family violence.
The Information Visualization and Administrative Support Specialist provides a full range of administrative services to the Support to Service Providers (SSP) and Prevention departments at the Texas Council on Family Violence. The Administrative Support Specialist reports directly to both the SSP and Prevention Directors and is an equal-time shared position between the two departments.
II. Priority Functions and Accountabilities
- Develop, implement and maintain effective and innovative use of design, including report publications, visualizations, infographics, and Intranet and website management.
- Manage databases and assist in maintaining hard-copy/electronic data related to events and projects, including NeonCRM database, MailChimp,including event registrations, payments, and creating reports.
- Manage the TCFV Intranet in WordPress; curate and update content, develop new features to serve the needs of the users, and maintain buy-in from staff.
- Assist Membership Manager in maintaining the TCFV website in WordPress, including updating content and managing the appearance of the website with the support of a web developer.
- Basic email marketing using templates – using registration pages and Mailchimp templates to create emails.
- Coordinate logistics for conferences and events, including registration, budgeting, liaising with speakers, attendee tracking, purchasing, and preparing and packing supplies
- Work the registration desk on-site at events, including greeting and checking in guests, coordinating staff, and solving problems as they arise.
- Participate in planning, development, and implementation of special projects.
- Assist in developing and maintaining administrative files, including documentation of Continuing Education Units.
- Support supervisors by scheduling internal or external meetings, making travel and lodging arrangements, and organizing travel folders.
- Other projects and responsibilities may be added and/or changed at the discretion of the SSP/Prevention Directors.
III. Minimum Knowledge, Skills, and Abilities Required
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Demonstrated ability to multi-task and work under tight and/or changing timelines; disciplined time management skills.
- Knowledge of both digital and print design standards and the ability to envision creative ways of presenting information (e.g., web, text layout, graph creation, mapping, photo manipulations, infographics, information design) from concept to execution.
- Experience developing infographics.
- Excellent organizational, record-keeping, and independent job-structuring skills.
- Ability to maintain strict confidentiality of employee, donor, funders, and constituent information.
- Strong written and oral communication skills, including proofreading.
- Demonstrated typing and word processing skills.
- Experience in using office equipment including telephone systems, copiers, scanners, printers, fax, and postage machines.
- Experience in developing and managing paper and electronic filing systems.
- Experience in entry and compilation of numeric data for financial and statistical information.
- Ability to respond with sensitivity and awareness to those with diverse cultural, ethnic, social backgrounds, values, attitudes, and languages.
- A degree or associates degree in Business Administration Management, secretarial science or Administrative Assistance and two years of experience providing and administrative support OR any combination of related education and experience with a documented record of the ability to perform duties and responsibilities of the position. (Equivalency formula: two years of experience is equal to one year of education.)
- Dedicated, energetic, detail-oriented, and able to thrive in a dynamic environment.
IV. Working Conditions and Environmental and Physical Demands
- Availability to travel overnight if needed.
- Must have emotional and physical stamina to tolerate prolonged sitting or standing to deal with a variety of stressful situations, including responses to complaints and internal and external interactions, to effectively work long and at times odd hours, while maintaining a sense of humor.
- Works in a normal office environment, except while traveling, with minimum exposure to dust, noise, or temperature extremes. Requires bending, stooping, lifting and carrying objects up to 25 pounds, with or without accommodations.
The above statements are intended to describe the general nature and minimum level of work being performed. They are not intended to be construed as exhaustive of all duties, responsibilities and skills required for the position. The employee will be required to perform any other job-related duties as required by the job objectives, the CEO and mission and philosophy of TCFV.
To be considered for this position, a cover letter, resume and completed employment application are required. The application may be downloaded here. Email documents to email@example.com or fax to 512-685-6397.