Administrative Assistant, White-Williams Scholars

Posted by on August 2, 2002

Hours: 12 month part-time (30 hours per week- ideally 9:00 a.m.-3:00p.m.)
Reports to: Program and Development Associate

Supervises: Student Workers and Volunteers

WWS: 50% time Ellis: 50% time
70% program, 15% administration, 15% fundraising

Overview: This job exists to serve as the organizational force in the office, a general office manager who has the knowledge and skills to keep the office functioning in an efficient and professional manner.

General Daily Activities
* Word processing, typing, copying, faxing, and mailing as requested
* Filing and record management
* Copy forms and proposal materials whenever they are low.
* Answer phone, screen calls and respond to requests and questions whenever possible, take and retrieve messages.
* Open, date stamp and process all incoming mail.
* Inventory office supplies.
* Maintain and manage office calendar
* Other duties as necessary

Program
* Applications: Enter vital information into computer records as they arrive.
* Notify counselors about missing forms as needed.
* Assist program coordinators with mailings, fielding calls
* Mail checks to schools.

Board
* Maintain calendar of board and committee meetings
* Arrange board and committee meetings and handle event location and catering arrangements
* Send appropriate material as directed by Executive Director.

Computer Files/Database
* Maintain student and alumni databases.
* Update and retrieve lists from donor database in conjunction with planned events.

Fundraising/Development
* Process all gifts by entering and updating data in the computer
* Prepare all solicitation mailings by ordering the appropriate number of letterhead/envelopes, mail merge and supervise student workers in execution of the mailing.
* Maintain and update mailing lists for newsletter and annual reports.
* Maintain lists and provide office support for events.

Contact: Patricia Blakely,
Director of Program and Administration,
White-Williams Scholars – The Charles Ellis Trust,
215 South Broad Street, 5th Floor,
Philadelphia, PA 19107
VOICE 215-735-4480 ext 208
FAX 215-735- 4485
[email protected]