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Internship Program Assistant
Post Date: 07/25/18   Company: Conservancy of Southwest Florida

Job Description:

Job Title: Internship Program Assistant                                                                        Pay Grade: 2    

Department: Finance / HR                                                                                        FLSA Status: Non-exempt

Reports To: HR/Intern Coordinator                                                           

 

PURPOSE OF JOB: Responsible for assisting with the administration and maintenance of the Internship Program and functions. Provides administrative support to the HR/Intern Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provides program and process administrative support to maintain an effective internship program to meet the needs and services of the Conservancy and its mission.
  • Provides administrative assistance to the Intern Program ensuring all Orientation documents are prepared, background checks and drug screenings are completed and documentation recorded.
  • Assists with record keeping for the Intern Program and communicating any discrepancies to the HR/Intern Coordinator.
  • Assist the HR/Intern Coordinator maintain phone directories, birthday/anniversary announcements and support preparations for the All Staff meetings and social hours.
  • Answers intern questions concerning daily dorm maintenance needs and supply requests. Submits dorm maintenance request to Facilities.
  • Conducts intern orientation to foster positive attitude toward company goals.
  • Maintains personnel records on interns, such as hires, exit interviews, termination documentation.
  • Process intern placement forms and prepares all necessary documentation needed for onboarding new interns.
  • Liaise with the Accounting Clerk to ensure intern stipends information and dorm security deposit and refunds are processed correctly.
  • Assists monitoring the online intern application process and answering questions from potential candidates.
  • Provides administrative support to the HR/Intern Coordinator. 

OTHER / NON-ESSENTIAL DUTIES:

The above statements describe the general qualifications required to perform the job and the general nature and level of work performed. Other duties, as needed, may be assigned by management.

SKILLS AND ABILITIES:

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Ability to read, analyze and interpret general business periodicals. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Ability to add, subtracts, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS AND ABILITIES:

Professional verbal and writing skills; organizational skills. To perform this job successfully, an individual should have knowledge of internet software; spreadsheet software and word processing software. 

QUALIFICATIONS:

  • A strong commitment to the Conservancy's mission.
  • Two or more years of office support experience in business with working knowledge of general office procedures and effective writing and typing skills.
  • Excellent professional phone skills.
  • Experience working in nonprofit environment a plus.
  • Conversational Spanish a plus.
  • Ability to process information, prioritize duties, and follow through with details essential.
  • Very proficient in use of office automation and the internet as a resource for information gathering and productivity. Specifically, able to demonstrate high user ability in the following: MS Office Suite, focusing on Word (advanced), Excel (advanced), Outlook, and Internet Explorer, with knowledge of PowerPoint a plus.
  • Proficient in Windows 2000, Microsoft Word essential.
  • Working knowledge of spreadsheets and database programs essential.
  • Organized and task oriented.
  • Team player with individual initiative.
  • Ability to handle multiple tasks and prioritize needs.
  • Excellent people skills.
  • Ability to maintain confidentiality.

EDUCATION AND/OR EXPERIENCE:

Associate’s degree (A. A.) from two-year college or university; or two to three years related experience and/or training; or equivalent combination of education and experience.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Physical demands: While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision; ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.