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Girl Scouts of Western NY Product Program & Administrative Specialist in Cheektowaga, New York

Job Descriptions:

Position Summary:

The Product Program & Administrative Specialist supports day-to-day needs in order to ensure the efficient administrative coordination of service centers and product programs. This position is a blended office position which supports Product, Customer Care and Finance business services. Committed and also skilled in various office responsibilities, this position provides attentive support to both internal and external parties. The individual contributes to multi-team objectives by accomplishing related results as needed.

Product Program Role:

  • Cultivate and expand Service Unit community sponsored booth locations. Manage and confirm GSUSA secure booths including dates, times and in software management.

  • Plan, coordinate, implement and manage finances for in-house secondary program sale support (food delivery services/fund development /in-store display set-up). Procure troops and ensure all troops are trained.

  • Manage Buffalo Service Center Cupboard while coordinating incoming and outgoing product. Schedule troops pick-up. Reconcile inventory & finances.

  • Responsible for the tracking, reporting and maintaining program event-related budgets. Creating and filing purchase orders, submitting invoices to finance department.

  • Identify, obtain, and submit appropriate lease agreements, certificate of Insurance for off-site cupboard and booth sales.

  • Coordinate program event logistics, including registration and attendee tracking, presentation and materials support pre- and post-event evaluations.

  • Manage program finances in vendor software. Reconcile year end with finance.

Administrative Role:

  • Planning and coordinating administrative business procedures and systems and devising ways to streamline processes. Create standard operating procedure for council-wide purchases.

  • Help to ensure data hygiene protocols are enacted, enforced and continuously evolve in order to meet the changing needs of the organization. Coordinate and oversee facilities cleaning and schedules maintenance.

  • Purchase, Coordinate, Manage and maintain office supply inventory. Implement min/max inventory plans to improve inventory supply management. Manage supply budget and reconciles with finance.

  • Ensure operation equipment is in good working standard by completing preventive maintenance checks, schedule repairs, maintain equipment inventories and evaluate new equipment and techniques. (Vehicles, postal machines, copies)

  • Manage day to day collaborate purchases such as but not limited to Amazon, Staples, Wegmans etc. Manage budget and reconciles with finance.

  • Maintains vendors call log, create & manage bulk yearly purchase orders, invoices and monthly records.

  • Support Finance Team with filing, Concur monthly reconciliation, and other duties as needed

Customer Care:

  • Support customer care and retail coverage by accurately operating the point-of-sale computer system; including opening/closing reports, processing incoming mail and in-person transactions.

  • Process, scan/file monies and paperwork as received. Completing a follow-up documentation.

  • Distribute all incoming and outgoing mail to the appropriate staff.

Support other departments when needed:

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Other duties may be assigned as needed. GSWNY maintains the right to add, change or alter the functions of this position at any time.

Required Experience:

Experience:

  • Girl Scouts is proud to serve a diverse community of girls and volunteers. Bilingual language skills or proficiency in one or more non-English language is always appreciated, though not required.

  • A combination of education and experience equivalent to a Bachelor’s degree in Business Administration, or related field.

  • 3 or more years of experience business administrative role: or office management role.

  • Advanced-level proficiency with Microsoft Office Suite, especially PowerPoint and Excel, and Adobe Acrobat required; previous experience with Point-of-sales system and Salesforce preferred, but not required.

Administrative Skills:

  • An analytical mind with problem-solving skills

  • Administrative writing skills

  • A team player with leadership skills

  • Detailed reporting skills

  • Excellent organizational and multitasking abilities

  • Familiarity with budgeting & finance

  • First-rate oral and written communication skills

  • Proficient in Microsoft Office

  • Proven capability to work in a collaborative, service-focused environment

  • Skilled in creating and managing business processes

  • Supply and Inventory Control Management

Additional Requirements:

  • Ability to handle sensitive information and maintain confidentiality

  • Ability to project a high level of professionalism at all times

  • Capacity to network effectively and positively represent GSWNY in the public arena

  • Ability to articulate organizational mission and its importance with passion and conviction, and in a manner that resonates with the listener

  • Commitment to diversity and ability to interact with diverse populations

  • Strong time management skills with ability to work independently and effectively prioritize duties and tasks in order to successfully meet and manage multiple deadlines;

  • Capacity to manage stress effectively and work well under pressure;

  • Ability to effectively manage and foster relationships with council staff, volunteers and within community

Hours & Travel: In-Office Work Schedule

  • Days 8:30-4:30, Nights (Weds till 6:15 p.m.) and Occasional Saturdays (9 a.m.-12 p.m.)

  • Light travel required for product distribution and training. Less than 25% travel.

During Peak Product Program Seasons schedule will change

  • Week Days- evening hours, at least two nights per week, varying Saturday hours through month of March.

Work Environment:

This positon primarily operates within a professional office environment. The role routinely requires the use of standard office equipment, such as computers, telephones, photocopiers and filing cabinets. During the cookie cupboard (March) the office environment changes to a warehouse environment.

Physical Demands:

  • This employee frequently operates a computer, office equipment and IT devices - such as calculators, hand held devices, copy machines/computer printers/multifunction devices, and computer peripherals (e.g. mouse, webcam, remote control devices, etc.) - intermittently for extended periods of time.

  • This position requires good manual dexterity, coordination and stamina.

  • Must be able to remain seated in a stationary position for prolonged periods of time (approximately 60% or more); and This position requires the employee to bend, move objects and lift up to approximately 20 pounds.

The physical demands described herein represent those an employee is expected to meet in order to successfully perform the essential functions of this job. Reasonable accommodations may be available in order to enable individuals with special needs to perform the essential function effectively.

EQUAL OPPORTUNITY EMPLOYMENT:

Girl Scouts of Western New York celebrates diversity in all forms and is committed to creating an inclusive, collaborative and supportive environment for all. All employment decisions are based on qualifications, merit, performance and the needs of the organization. As an equal opportunity employer, GSWNY does not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other groups or persons protected by federal, state or local law.

GSWNY is also grateful to have several partnerships with local businesses throughout Western New York, offering special deals and incentives to GSWNY employees and members.

Keyword: Product Program & Administrative Specialist

EQUAL OPPORTUNITY EMPLOYMENT:

Girl Scouts of Western New York celebrates diversity in all forms and is committed to creating an inclusive, collaborative and supportive environment for all. All employment decisions are based qualifications, merit, performance and the needs of the organization. As an equal opportunity employer, GSWNY does not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other groups or persons protected by federal, state or local law.

WHY NOT VOLUNTEER?!:

If this role is not quite what you are looking for, but you are still interested in being part of the Girl Scouts of Western New York community, why not become a volunteer? We are always looking for adult volunteers to help us bring our program to girls in our communities, where we strive to build girls of courage, confidence, and character who make the world a better place! For more information on becoming a GSWNY volunteer (https://www.gswny.org/en/for-volunteers/ways-to-volunteer.html) , please visit our website at: https://www.gswny.org or email Customer Care at customercare@gswny.org We look forward to hearing from you!

From: Girl Scouts of Western NY

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