Administrative Assistant, White Williams Scholars

Posted by on March 4, 2005

[emailed 2/28/2005]

Job Title: ADMINISTRATIVE ASSISTANT

Hours: 12 month part-time (30 hours per week- ideally 8:30 a.m. ? 2:30 p.m.)
Reports to: Executive Director

WWS: 80% time Ellis: 20% time
35% administration , 35% program , 30% 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: Admin
? Word processing, typing, copying, faxing, and mailing as requested
? Filing and record management
? 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 and order office supplies.
? Maintain and manage office calendar
? Management of all office machinery
? Other duties as necessary to keep the office operating smoothly

Program
? Applications:
Enter information into computer records
? Do mailings to students for field and school based programs

Board: Admin
? Maintain calendar of board and committee meetings
? Update all board lists and Board information
? Arrange board and committee meetings and handle event location and catering arrangements
? Set up and prepare materials for all in office meetings
? Send appropriate material as directed by Executive Director.

Fundraising/Development
? Copy forms and proposal materials as needed
? Provide support for events
? Copy checks and thank you letters
? Assist development staff as needed especially around peak activities such as events and appeals

Mailings
? Assist office staff with mass mailings

Qualifications
? Excellent phone manner: patience and ability to be helpful
? Light word processing
? IBM-type computer literacy with Microsoft Office 03
? Self starter
? Ability to work independently
? Fast learner
? An understanding and commitment to the mission of the organization