1522 Brookhollow Dr #1, Santa Ana, CA 92705|(714) 937-2994|info@spja.org

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SPJA 2019 Board of Directors Election Begins!

This notice is to announce that we are accepting applications for the Board of Directors and Membership Committee. If you wish to apply please email MemCom@spja.org and attach your resume along with any other information you'd like us to consider. Please make your submissions by Oct 11th 2018.
 
If you have any questions please contact MemCom@spja.org
 

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Careers

Administrative Assistant

The Administrative Assistant acts as administrative support to the Senior Staff for SPJA by performing the following duties:

  • Secretarial Duties: Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics. Create presentations and reports requested.
  • Time Management: Conserves the Senior Staff’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Communications: Maintain an efficient flow of information between all levels of the Senior Staff's internal and external contacts on a wide spectrum of the organization’s plans and priorities.
  • Editing: Reviews, proofreads, and formats all correspondence prepared by the Senior Staff to ensure accuracy and completeness as well as consistency with organizational policy.
  • Calendar Management: Maintains Senior Staff's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Confidentiality Protection: Maintains confidence and protects the organization by keeping information confidential.
  • Expense Reports: Collecting and organizing Senior Staff's receipts in compliance with finance policies and procedures. Ensuring expenses are recorded up to date within one week of purchase.
  • Travel Booking: Coordinates Senior Staff's travel needs with SPJA identified travel agency ensuring.
  • Notes: Takes notes on behalf of the Senior Staff. Provides historical reference when applicable.
  • Reception: Act as back up to existing SPJA receptionist including duties such as general office clean up, resource calendar management, and office errands.
  • Other duties as assigned.

Requirements:

  • Ability to work amicably with personalities while managing professionalism.
  • Above average interpersonal skills and ability to comfortably engage conversation with a variety of individuals.
  • Strong written and oral communication.
  • High adaptability to changing needs.
  • Consistent demonstration of quality of work and good judgement.
  • Must maintain professionalism and act with high integrity.
  • Must be available to work a non-traditional work schedule.
  • Must have excellent time management, the ability to prioritize tasks effectively and work under strict deadlines.
  • Must be strong in Excel, PowerPoint, and Word.
  • Experience with financial teams, reporting and budgeting a plus.
  • Must be able to lift up to 30 lbs.
  • Up to 20% travel required.
  • Must be able to perform required tasks at convention away from the SPJA office.

Location: Santa Ana, CA 

To apply, please click here!

Customer Service Coordinator / Receptionist

The Customer Service Coordinator/Receptionist position performs routine clerical, secretarial and administrative work in answering telephones, receiving and interacting with the public, providing customer assistance, data processing, and record-keeping.   The major areas of responsibility include:

  • Interaction with the Public: Deal directly with the public either by telephone, electronically or in person.
  • Information Services: Provide information to the public and coordinate requests for special arrangements as appropriate with courtesy and efficiency.
  • Liaison: Serve as a conduit between customers and multiple departments within SPJA to streamline communications, policies, procedures, and deliverables.
  • Volunteer Management: Hire, train, and supervise a team of volunteers for at con needs.
  • Responsiveness: Respond promptly to inquiries and requests in a timely manner.
  • Analytics: Through Desk.com, run reports and provide analytics regarding response times, and inquiry types.
  • Reporting: Maintain record details of inquiries, comments, and complaints as well as actions taken.
  • Interdepartmental Coordination: Communicate needs with other SPJA department/divisions as well as related SPJA vendors.
  • Process Improvement: Follow up on customer interactions and provide feedback on efficacy of the customer service process.
  • Marco Construction: Create flow charts, and program automated responses using templates for common inquires.
  • Reception: Answering the telephone and responding to all inquiries regarding the SPJA and its events in a professional and timely manner.
  • Mail: Sorting all communications and inquiries coming into the office (including physical, postal, and electronic mail) in such a manner that they can be addressed in a timely and professional fashion. This includes receiving all deliveries made to the office.
  • Inventory: Developing, documenting, administering, and maintaining an inventory control system. This includes, but limited to, communicating various departments who have inventory at the office as well as ensuring that all parties have copies of their inventory. This includes general office supplies such as staples, envelopes, paper reams, etc.
  • Calendar Management: Update and maintain office schedules and calendars.
  • Other duties as assigned.

Requirements:

  • Integrity
  • Able to physically move with reasonable accommodation for long periods of time.
  • Must possess good problem-solving skills and judgement.
  • Able to meet deadlines in a fast-moving environment with strong attention to detail and accuracy.
  • Flexible with strong communications skills under pressure.
  • Must live in Southern California with reliable, independent transportation.
  • Must remain calm and level-headed under pressure.
  • Must be able to attend meetings, conferences, and events (including social functions) as necessary.
  • Ability to lift up to 30 lbs.
  • Must be able to perform required tasks at convention away from the SPJA office.
  • Familiarity with Desk.com, Excel, Outlook, and Teamwork.
  • Conversant or fluent in Japanese.

Preferred:

Location: Santa Ana, CA 

To apply, please click here!

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