United Community Center
Bilingual Executive Administrative Assistant
United Community Center, Milwaukee, Wisconsin, United States, 53244
Job Details
Job Location Bruce Guadalupe Elementary - Milwaukee, WI
Position Type Full Time
Education Level 4 Year Degree
Job Category Admin - Clerical
Description
We are seeking a highly organized and efficient Administrative Assistant who is bilingual in English and Spanish to provide comprehensive support to our Director of Academics & Technology. The ideal candidate will be adept at managing administrative tasks, coordinating schedules, and facilitating communication between school and agency leaders, and departments. This role requires a proactive individual with exceptional attention to detail, excellent organizational skills, strong technology and digital skills, effective communication skills in both English and Spanish, and the ability to handle confidential and sensitive information with discretion.
ESSENTIAL DUTIES & RESPONSIBILITIES Calendar Management:
Efficiently manage the Director's calendar, scheduling appointments, meetings, and conferences, while accommodating bilingual requirements as needed. Communication:
Serve as the primary point of contact for internal and external communications, including screening calls and managing emails in both English and Spanish. Screen and prioritize incoming communications (emails, phone calls, mail) and respond or redirect as needed. Documentation:
Prepare edit correspondences, school newsletters, parent and staff notifications, reports, presentations, and other documents as needed. Maintain documents, reports, and presentations on behalf of the Director, ensuring accuracy and professionalism in both languages. Meeting Coordination:
Arrange and coordinate meetings, including scheduling, preparing agendas, and organizing necessary materials, providing bilingual support as required. Financial Records and Budget Management:
Manage and organize financial records and budget documentation for the academic department, ensuring accuracy and compliance with institutional policies and procedures, with bilingual proficiency. Information Management:
Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish. Travel Arrangements:
Coordinate travel arrangements for the Director, including booking flights, accommodations, and transportation, with bilingual proficiency in communication. Administrative Support:
Provide general administrative support, such as filing, copying, and data entry, to ensure efficient operation of the academic office, including bilingual tasks. Information Management:
Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish. Event Planning:
Assist in planning and coordinating academic events, workshops, trainings, and conferences as required, offering bilingual assistance where necessary. Collaboration:
Collaborate with other administrative assistants and academic staff to ensure seamless operations and communication within the department, bridging language barriers as needed. Special Projects:
Undertake special projects and assignments as delegated by the Director, demonstrating flexibility and initiative, with bilingual capabilities. Translation:
When needed, provide both verbal and written translations of communications between English and Spanish. ADDITIONAL RESPONSIBILITIES:
Manages information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise Share information and updates with others, while ensuring clear, concise, and professional communication through reports, documentation, written and other communications. Responsible for written and verbal communications through letters, memos, and phone calls. Including screening calls, message taking, and setting up appointments. Support staff with committees as needed to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials, as needed Maintain an organized and friendly digital and physical filing system, that is organized and categorized appropriately. Performs other duties and responsibilities as assigned by their supervisor. KNOWLEDGE, SKILLS AND ABILITIES
Bilingual Skills:
Fluency in both English and Spanish, with excellent written and verbal communication skills in both languages. Organizational Skills:
Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Attention to Detail:
Exceptional attention to detail and accuracy in all tasks, with a commitment to maintaining confidentiality. Technical Skills:
Proficiency in all Google Applications and programs, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Ability to learn new programs when required. Data Management Skills:
Understanding of spreadsheets, data collection, and basic data analysis working with databases or data Adaptability:
Ability to adapt to changing priorities and work effectively under pressure. Knowledge and familiarity with using Skyward Student Information System Team Player:
Strong interpersonal skills and the ability to work collaboratively as part of a team. Discretion:
Demonstrated ability to handle sensitive information with discretion and confidentiality. Initiative:
Proactive approach to problem-solving and the ability to take initiative when necessary. Demonstrates the ability to multitask and prioritize work. Demonstrates the ability to work as a team as well as independently. Demonstrates respect towards the students, parents and coworkers. Demonstrate the ability to listen to others and remain receptive to new ideas. Demonstrate the ability to address criticism in an appropriate manner and develop constructive outcomes. Demonstrate sustained effort and enthusiasm in the quality and quantity of work. Demonstrate the ability to establish and maintain positive, effective working relationships with staff, students, and the community. Demonstrate effective time management, organizational skills, and prioritization of work to meet the needs of the users. Demonstrate the ability to follow and communicate effectively, both orally and in writing. Demonstrate initiative, flexibility, and the ability to work independently. Demonstrate excellent human relations and interpersonal skills.
Demonstrates a positive and enthusiastic attitude and disposition towards students, parents, staff, leaders, and community stakeholders.
Qualifications
Education:
Bachelor's degree in business administration, education, or related field preferred.
Experience:
Minimum of 2 years of administrative experience, preferably in an academic or educational setting.
The candidate should be able to work independently with little direct supervision, work as part of a team, accept responsibilities, and be self-motivated. Must display effective multi-tasking and time management skills.
Working Conditions:
UCC provides reasonable accommodation to qualified individuals with disabilities. Noise level is moderate. It's a classroom environment, occasional stairs and walking reasonable accommodations may be made to help perform essential functions
Job Location Bruce Guadalupe Elementary - Milwaukee, WI
Position Type Full Time
Education Level 4 Year Degree
Job Category Admin - Clerical
Description
We are seeking a highly organized and efficient Administrative Assistant who is bilingual in English and Spanish to provide comprehensive support to our Director of Academics & Technology. The ideal candidate will be adept at managing administrative tasks, coordinating schedules, and facilitating communication between school and agency leaders, and departments. This role requires a proactive individual with exceptional attention to detail, excellent organizational skills, strong technology and digital skills, effective communication skills in both English and Spanish, and the ability to handle confidential and sensitive information with discretion.
ESSENTIAL DUTIES & RESPONSIBILITIES Calendar Management:
Efficiently manage the Director's calendar, scheduling appointments, meetings, and conferences, while accommodating bilingual requirements as needed. Communication:
Serve as the primary point of contact for internal and external communications, including screening calls and managing emails in both English and Spanish. Screen and prioritize incoming communications (emails, phone calls, mail) and respond or redirect as needed. Documentation:
Prepare edit correspondences, school newsletters, parent and staff notifications, reports, presentations, and other documents as needed. Maintain documents, reports, and presentations on behalf of the Director, ensuring accuracy and professionalism in both languages. Meeting Coordination:
Arrange and coordinate meetings, including scheduling, preparing agendas, and organizing necessary materials, providing bilingual support as required. Financial Records and Budget Management:
Manage and organize financial records and budget documentation for the academic department, ensuring accuracy and compliance with institutional policies and procedures, with bilingual proficiency. Information Management:
Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish. Travel Arrangements:
Coordinate travel arrangements for the Director, including booking flights, accommodations, and transportation, with bilingual proficiency in communication. Administrative Support:
Provide general administrative support, such as filing, copying, and data entry, to ensure efficient operation of the academic office, including bilingual tasks. Information Management:
Organize and maintain files, records, and databases, ensuring easy access and confidentiality in both English and Spanish. Event Planning:
Assist in planning and coordinating academic events, workshops, trainings, and conferences as required, offering bilingual assistance where necessary. Collaboration:
Collaborate with other administrative assistants and academic staff to ensure seamless operations and communication within the department, bridging language barriers as needed. Special Projects:
Undertake special projects and assignments as delegated by the Director, demonstrating flexibility and initiative, with bilingual capabilities. Translation:
When needed, provide both verbal and written translations of communications between English and Spanish. ADDITIONAL RESPONSIBILITIES:
Manages information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise Share information and updates with others, while ensuring clear, concise, and professional communication through reports, documentation, written and other communications. Responsible for written and verbal communications through letters, memos, and phone calls. Including screening calls, message taking, and setting up appointments. Support staff with committees as needed to achieve objectives, including, but not limited to, development of reports, agendas, minutes, timelines, action plans, correspondence, and other presentation materials, as needed Maintain an organized and friendly digital and physical filing system, that is organized and categorized appropriately. Performs other duties and responsibilities as assigned by their supervisor. KNOWLEDGE, SKILLS AND ABILITIES
Bilingual Skills:
Fluency in both English and Spanish, with excellent written and verbal communication skills in both languages. Organizational Skills:
Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Attention to Detail:
Exceptional attention to detail and accuracy in all tasks, with a commitment to maintaining confidentiality. Technical Skills:
Proficiency in all Google Applications and programs, as well as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Ability to learn new programs when required. Data Management Skills:
Understanding of spreadsheets, data collection, and basic data analysis working with databases or data Adaptability:
Ability to adapt to changing priorities and work effectively under pressure. Knowledge and familiarity with using Skyward Student Information System Team Player:
Strong interpersonal skills and the ability to work collaboratively as part of a team. Discretion:
Demonstrated ability to handle sensitive information with discretion and confidentiality. Initiative:
Proactive approach to problem-solving and the ability to take initiative when necessary. Demonstrates the ability to multitask and prioritize work. Demonstrates the ability to work as a team as well as independently. Demonstrates respect towards the students, parents and coworkers. Demonstrate the ability to listen to others and remain receptive to new ideas. Demonstrate the ability to address criticism in an appropriate manner and develop constructive outcomes. Demonstrate sustained effort and enthusiasm in the quality and quantity of work. Demonstrate the ability to establish and maintain positive, effective working relationships with staff, students, and the community. Demonstrate effective time management, organizational skills, and prioritization of work to meet the needs of the users. Demonstrate the ability to follow and communicate effectively, both orally and in writing. Demonstrate initiative, flexibility, and the ability to work independently. Demonstrate excellent human relations and interpersonal skills.
Demonstrates a positive and enthusiastic attitude and disposition towards students, parents, staff, leaders, and community stakeholders.
Qualifications
Education:
Bachelor's degree in business administration, education, or related field preferred.
Experience:
Minimum of 2 years of administrative experience, preferably in an academic or educational setting.
The candidate should be able to work independently with little direct supervision, work as part of a team, accept responsibilities, and be self-motivated. Must display effective multi-tasking and time management skills.
Working Conditions:
UCC provides reasonable accommodation to qualified individuals with disabilities. Noise level is moderate. It's a classroom environment, occasional stairs and walking reasonable accommodations may be made to help perform essential functions