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Program Assistant

Jul 31, 2018 | Employment

Midwest Dairy™ is seeking a full-time Program Assistant. The position is responsible for providing administrative and clerical support to the Business Unit West (BU West) and South Dakota Dairy Promotions (SDDP), Nebraska State Dairy Association (NSDA), and North Dakota Livestock Alliance (NDLA). This position also provides coordination of the Producer Service Center (PSC), and support to Shared Services teams to maximize the efficiency and productivity of these positions and achieve successful 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. For more information, visit MidwestDairy.com.

Competitive wages and benefits are offered. Send resume and cover letter to resumes@midwestdairy.com or through the form below by Monday, August 20th.


Key Results Areas

A. Provide administrative and clerical support to Business Unit West (BU West) Managers to support the achievement of their goals and objectives. – 30%

  1. Coordinates mailings, materials, and printing projects for staff.
  2. Assist Program staff with computer support as needed.
  3. Serve as the team’s “Power User” for technical programs and databases.
  4. Prepare, draft, create and assemble materials for meetings, presentations, events, etc.
  5. Provide support for events/meetings.
  6. Coordinate meetings, hotel and travel arrangements as requested.
  7. Respond to telephone calls as requested, in the absence of the staff; address questions and/or provide information, as appropriate.

B. Manage the Producer Service Center (PSC) to provide dairy producers with resources and tools to effectively “tell their story” at the local level. – 25%

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

C. Provides administrative support to the Vice President of Business Unit West Operations to ensure all administrative duties are handled in a timely manner and are complete. – 20%

  1. Provides communications link between VP of BU West and other staff.
  2. Provide direct support to the VP of BU West with needs specific to carrying out BU West/strategy goals.
  3. Coordinates meetings, hotel and travel arrangements, and prepares meeting materials.
  4. Participate in BU West team meetings/conference calls as requested.

D. Provide administrative support to State Trade Associations: SDDP, NSDA, NDLA. – 15%

  1. Coordinate mailings, materials, printing projects and other correspondences.
  2. Assist with events and programs to contribute to the overall effectiveness of the associations; including material development, event planning and exhibit assistance.
  3. Provide support for scheduling, calls, drafting correspondences, event support, meetings, minute taking, and other tasks as requested.

E. Provide back-up support to the Shared Services Team.  – 10%

  1. Provide clerical support to St. Paul office staff as requested.
  2. Phone team: answer and direct incoming calls during scheduled/designated times, provide back-up for other staff when needed.
  3. Provide support to ensure efficient and effective delivery of activities for a specific location, team or remotely located employees.
  4. Provide back-up assistance to the Accounting team.
  5. Serve as the office supply liaison; oversee supply orders, store and organize supplies in an accessible efficient manner.

Job Specifications

Education and Experience

High school diploma and three years of administrative or secretarial experience; or a combination of education and experience providing equivalent knowledge.  An Associate Degree, Business School Certificate, or completion of college coursework is desirable. Work experience in the marketing, advertising agency, foodservice, food broker, or grocery industry is preferred.

Knowledge, Skills, and Abilities

Knowledge

  1. Knowledge of office procedures.
  2. Knowledge of organization’s mission, policies and procedures.
  3. Knowledge of and ability to apply mathematical and analytical concepts and how they apply in the business world.
  4. Knowledge of and ability to use personal computers and Microsoft Office software, including Word, Excel, PowerPoint and Outlook, as well as SharePoint, CVent, SurveyCrest and other programs used.
  5. Knowledge of and ability to use database software.
  6. Knowledge of basic project management skills and the ability to deliver projects consistently at targeted deadline dates.

Skills

  1. Skill of organizing and directing printing, compiling presentation materials.
  2. Skill of preparing written materials and creating reports and summaries.
  3. Skill in developing and maintaining relationships with external and internal customers.
  4. Skill of taking notes at meetings and preparing minutes.
  5. Skill in meeting coordination.

Abilities

  1. Ability to select a course of action to resolve a specific problem or issue.
  2. Ability to prioritize and schedule duties independently without direct supervision.
  3. Ability to handle multiple tasks at one time.
  4. Ability to perform with a high degree of accuracy and with a strong attention to detail.
  5. Ability to travel to meeting and event sites, and move materials weighing up to 40 pounds.
  6. Ability to set up and configure presentation equipment.
  7. Ability to organize and manage multiple tasks/projects and complete activities to maximize the total time available.
  8. Ability to learn new concepts/skill sets.
  9. Ability to travel overnight as occasionally 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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