Administrative Assistant
10-15 Hours/Week
General Description
The Administrative Assistant works with the Executive Director, Grants Manager, and Community Engagement Coordinator to maintain efficient and effective office operations. The Administrative Assistant will coordinate office operations and procedures in order to ensure excellent communication and organizational effectiveness and efficiency. The primary responsibility of this position is to maintain and to build successful organization operations through tasks such as custom website and database management, communication with staff and members, creation of email blasts, maintenance of calendars and basic bookkeeping tasks.
Responsibilities
Maintains custom database of members, donors, and organizations
Updates website with information about programs, events, and announcements
Responsible for inputting data into Quickbooks, setting checks to print, preparing deposits, and generating reports, invoices and receipts
Create, posts, and prints program applications, memos, correspondence, reports, and other documents as necessary
Answers, composes, types, formats and sends correspondence, newsletters, reports, programs, and invitations Performs administrative tasks as required (mailing, filing, photocopying, presentation templates, etc.)
Responsible for contents and neatness of office supply and snack cabinets; ensures supplies and snacks are kept in stock
Makes reminder phone calls
Receptionist duties - answers phone calls and directs them to appropriate person, answers basic questions about organization and provides callers with address, directions, and other information as needed and welcomes visitors.
Assists staff with administrative needs
Completes in a timely fashion all other tasks and individually established goals as assigned by the Executive Director
Qualifications
Experience working in Quickbooks and exposure to financial best-practices
Strong proficiency in computer software, including Microsoft Word, Microsoft Excel, Microsoft Internet browsers, and basic design software as well as social networking technologies
Demonstrated ability to manage multiples tasks and priorities, prioritize work, maintain deadlines and ensure quality of work.
Superior interpersonal, oral and written communication skills that can be adapted to reach a wide range of individuals
High levels of initiative and attention to detail
Well-developed problem-solving , time management, organizational, and prioritizing skills
Ability to manage multiple tasks with frequent interruptions
Associate's degree in humanities, finance, education or social sciences; BA preferred.
Passion for cross-cultural understanding and exploration
Preferences
Experience working in an administrative role for a non profit organization
Experience working with Chicago's Latino, Asian, or African-American communities
Physical Demands
The Operations Assistant will spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Office Manager will occasionally be required to lift of supplies and materials.
Environmental Conditions
The Operations Assistant will work in a busy, open area office. He or she is faced with constant interruptions and must meet with others on a regular basis.
Compensation
This is a 10-15 hour/week position, with possibility for additional hours during busy time periods. This position requires a flexible schedule; applicants must be willing to work some evenings and weekends. The position pays $10-12/hour, depending on experience.
How to Apply
The Chicago Cultural Alliance is an equal opportunity employer. Women and minorities are encouraged to apply. Applications received by 7/25/2010 will be given priority.
Qualified and interested candidates should submit letter of interest, current resume, and phone numbers of three work references to Rebeccah Sanders, Executive Director: info@chicagoculturalalliance.org. Please note "Administrative Assistant" in subject line.
Finalists may be required to undergo a criminal background check and a credit check.
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