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Program Assistant

May 17, 2018 | Employment

Midwest Dairy™ is seeking a full-time Program Assistant. The position is responsible for providing administrative and clerical support to maximize the efficiency and productivity of the team and achieve successful program results.

Midwest Dairy represents 7,000 dairy farm families and works on their behalf to build dairy demand by inspiring consumer confidence in our products and production practices.  We are committed to Bringing Dairy to Life by Giving Consumers and Excellent Dairy Experience and are funded by farmers across a 10-state region, including Minnesota, North Dakota, South Dakota, Nebraska, Iowa, Illinois, Missouri, Kansas, Arkansas and eastern Oklahoma.

Competitive wages and benefits are offered.  Send resume and cover letter to resumes@midwestdairy.com or through the form below by Monday, May 28th.


Job Description

Provide administrative and clerical support to Business Unit South (BU South) managers to support the achievement of the business plan.

  • Provide support on projects and programs.
  • Serve as the team’s “Power User” for technical programs and databases.
  • Respond to telephone calls in the absence of staff; addresses questions and/or provides information as appropriate.
  • Create, integrate and implement documents, processes and efficiencies where necessary

Provide administrative support to Vice President of Business Unit South Operations to assure all administrative duties are handled in a timely manner and are complete.

  • Provide executive level support with high level of accuracy and attention to detail.
  • Create, integrate and implement documents, processes and efficiencies where necessary.
  • Provide direct support to VP of BU South Operations with needs specific to caring out the BU South business plan.
  • Coordinate meetings, hotel arrangements and prepares meeting materials.
  • Participate in BU South meetings/conference calls as requested.

Manage the Producer Service Center (PSC) to provide dairy producers with resources and tools to effectively “tell their story” at the local level.

  • Serve as PSC representative; take calls and fulfill producer requests for materials.
  • Compile, analyze and distribute bi-weekly reports to Dairy Experience and Corporate Communications teams. Coordinate orders with vendors and suppliers. Maintain current promotion flier and order form with staff, producers and online.
  • Monitor inventory of materials and items at the warehouse and keep PSC form updated.
  • Evaluate effectiveness of service and materials, and provide recommendations for updates and changes.
  • Serve as the warehouse liaison for inventory codes and distributing master inventory list.

Provide administrative and clerical support to Missouri Dairy Industry Alliance (MDIA).

  • Serve as the administrative assistant by providing support for MDIA meetings, events, and mailing/correspondence projects.
  • Provide support to the MDIA Executive Director as requested.

Contribute to efficient office operations by supporting the St. Paul Office.

  • Provide local support to ensure efficient and effective delivery of support activities for a specific location, team or remotely located employees.
  • Phone Team: answer phones during scheduled/designated times, provide back up for other staff when needed. Oversee mailing process, working with other Program Assistants, and with outside vendors.

Job Requirements

Education and Experience

High school diploma and three or more years of administrative or secretarial experience; or a combination of education and experience, providing equivalent knowledge.  An Associate Degree or Business School Certificate or completion of college coursework is desirable.

Knowledge, Skills, and Abilities

Knowledge

  • Knowledge of office procedures.
  • Knowledge of organization’s mission, policies and procedures.
  • Knowledge of and ability to apply mathematical and analytical concepts and how they apply in the business world.
  • Knowledge of and ability to use personal computer including computer programs such as Creative Suite, Adobe, SharePoint, Microsoft Office software, including Word, Excel, PowerPoint and Outlook.
  • Knowledge of and ability to use database software.
  • Knowledge of and ability to use office equipment including telephone, copier, calculator and fax.
  • Knowledge of project management skills and the ability to deliver projects consistently at targeted deadline dates.

Skills

  • Skill of organizing and directing printing, compiling folders, compiling complicated mailings, as needed by staff. Skill of taking notes at meetings and preparing minutes.
  • Skill of preparing written materials and creating reports and summaries.
  • Skill of developing and maintaining relationships with external and internal customers and staff and work cooperatively and collaboratively within a team and maintain positive relationships.
  • Skill of using all office machines, such as photocopier, fax, folding machine, etc.

Abilities

  • Ability to work cooperatively and collaboratively with a team of individuals to make the work of the group successful and effective.
  • Ability to select a course of action in order to resolve a specific problem or issue.
  • Ability to prioritize and schedule duties independently without direct supervision.
  • Ability to handle multiple tasks at one time. Ability to travel to meeting sites, lift 50 pounds, and set up AV equipment.
  • Ability to prioritize and schedule duties independently without direct supervision.
  • Ability to travel overnight to Midwest Dairy staff meetings and others as requested.

Physical Demands

While performing the responsibilities of the job, the employee is required to talk and hear.  The employee is often required to sit and use their hands and finger, to handle or feel.  The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop and kneel.  Vision abilities required by this job include close vision.

Work Environment

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter.  Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

While performing the duties of this job, the employee is working in an office/home office environment.  The noise level in the work environment is quiet to moderate.

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