Part-Time Administrative Assistant, White-Williams Scholars

Posted by on August 20, 2010

Part-Time Administrative Assistant, White-Williams Scholars

Last day to apply: August 31, 2010

Description:

SUMMARY:
White-Williams Scholars is seeking a part-time Administrative Assistant to serve as the initial contact for a fast-paced, student-centered organization. The Administrative Assistant will manage the reception area, direct incoming calls, greet students and visitors, respond to external inquiries, and perform data entry duties. The Administrative Assistant will provide administrative and operational support to the entire office.

White-Williams Scholars has been serving Philadelphia youth for over 200 years. We provide academic, social and financial support to high achieving Philadelphia public high school students of limited financial means to build a foundation for success in college.

SCHEDULE: Mon-Fri, 8:30am-2:30pm

SUPERVISOR: Operations & Development Manager

ESSENTIAL FUNCTIONS:
• Answer the main phone line in a prompt and friendly manner. Screen calls when necessary, respond to requests/questions whenever possible and take and retrieve messages.
• Open, date stamp and distribute incoming mail.
• Travel to CAPA High School once per week, preferably Wednesdays to pick up other incoming mail (mostly applications and supporting documents) for the office.
• Maintain an inventory of office supplies, and notify Operations & Development Manager of ordering needs.
• Maintain office calendar of events.
• Compose and revise documents in MS Word and Excel.
• Copy, mail and fax documents as requested.
• Maintain files and records with the utmost respect for privacy and professionalism.
• Assist in securing Board and committee meeting logistics and copying of materials for distribution.
• Assist with the entry of applications into ETO data management system for WWS and Ellis programs.
• Enter incomplete statuses in ETO and mail letters for Ellis program.
• Distribute Ellis gift cards and other awards according to distribution procedure.
• Assist program associates with mailings and fielding calls from students and schools.
• Record check receipts daily to be given to Development Associate for processing.

Minimum Experience: 1+ years of experience in a professional office environment handling light clerical and operational support duties; Experience in office management is preferred.

Minimum Education: AA degree required; BA/BS degree from an accredited college or university preferred. Suitable combination of education and work experience may be considered in lieu of a BA/BS Degree.

How to Apply:
Submit cover letter and resume to:
Christine Matulewicz, Operations & Development Manager at cmatulewicz@wwscholars.org

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