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Role Description

The Associate, Program Administration, will report to the Administrative Manager, Programs Department and provide administrative and operational support to the Programs Department leadership team in alignment with organizational strategic priorities. The Administrative Associate will have both internal and external facing responsibilities that require cross-functional collaboration and problem-solving. This role will work independently to handle complex situations and multiple responsibilities simultaneously, mixing short and long-term projects with the urgency of immediate demands. The Administrative Associate will primarily focus on the planning and implementation of Programs team meetings, communications, and reporting, but will also assist with department special projects as assigned. The ideal candidate will have strong organizational skills, planning and organizational skills, and have excellent communication skills. This is a highly visible role within the organization working with senior leadership, and includes heavy Outlook, Zoom, and Confluence management. This is a remote position and may involve some travel for meetings and special events.

Responsibilities

• Supporting AVPs and Senior Directors with administrative activities across all Programs teams to ensure efficiency and compliance with Road Scholar policies.
• Identifying areas within their own function where support is needed, working independently and with managers to problem solve.
• Planning and organizing in-person department meetings, conferences, and events, including booking venues, arranging catering, and preparing materials.
• Leading virtual meetings; agenda support, providing organized and detailed meeting notes that follow professional communication standards, and recording to meeting attendees.
• Independently managing assigned tasks and projects; making independent decisions within established guidelines and departmental policies.
• Preparing and distributing department correspondence, memos, and reports as needed.
• Regularly maintaining, auditing, and updating department databases, records, and filing systems.
• Booking and managing travel arrangements for department team members.
• Collaborating with Administrative Manager for budget support.
• Tracking new hires and team changes and reporting out monthly.
• Supporting sustainability, mobility, and staff travel support, and other initiatives as assigned.
• Assisting with special projects as assigned.

Qualifications

• Bachelor's Degree preferred or equivalent experience.
• Organized professional with 1-3 years relevant administrative experience.
• Demonstrated ability to manage highly confidential information.
• Must exhibit the skills to collaborate with and achieve actionable results through others.
• Ability to manage by influence, gaining cooperation of others, and interact within all levels of the organization.
• Event management experience preferred.
• Ability to independently manage projects and special assignments that require cross-functional collaboration; monitoring progress; and problem-solving.
• Strong oral and written communication and interpersonal skills, professionalism, and positivity.
• Strong organizational and time management skills and impeccable attention to detail.
• Advanced Microsoft Office and Zoom skills required.
• Familiarity with Salesforce, Citrix, Survey Monkey, Confluence and Sharefile preferred.
• Commitment to the mission of Road Scholar.
• Must have the ability to work from home with internet connection and direct connect via ethernet cable.
• Remote office setting. Will spend an extended period of time sitting and using a computer.
• Demonstrate an understanding of sustainability principles and actively incorporate environmentally responsible practices into your approach.

Benefits

• Medical, Dental and Vision Insurance.
• 20 days PTO annually.
• Paid shutdown between Christmas and New Years!
• Ability to work remote!
• Paid Holidays (14).
• Retirement Plan with a company match up to 5%.
• Identity Protection.
• Unlimited On-line Training through Linkedinlearning.com.