Administrative Services Specialist

The Administrative Services Specialist (“CEO of smooth operations”) is responsible for, but not limited to, the following:

Office

• Welcome the public into the building.
• Answer phone calls and direct callers to appropriate staff.
• Manage incoming and outgoing mail as well as shipping.
• Manage office supplies.
• Oversee office cleaners.
• Ensure office machines (copiers, computers, etc.) are in working order.
• Maintain calendar of events/programs/etc.
• Data entry as needed to support programs, development, finance, etc.
• Manage Memorial/Building tours and reservations
• Oversee Building and Memorial Maintenance
• Manage the Wassmuth Center “shop”.
• Support Docent program.
• Support office communications.

Event Support

• Support events/programming.
• Manage registrations for events/programs.
• Logistical support for the annual Change Your World event.

Staff and Board Support

• Compile Board meeting packets and send meeting links to Board members in advance of Board meetings.
• Logistical support for annual Board retreat.
• Keep Board information updated on website and in Google drive.
• Support volunteer recruitment and training.

Special Projects

• Special Projects as assigned.

Skills/ Qualifications:

• Excellent customer service skills
• Self-starter with good follow through
• Ability to work in a team setting
• Strong organizational skills
• Strong written and oral communication skills
• Strong knowledge of Microsoft Office Suite programs such as Outlook, Word, Excel, and Publisher. Willingness to learn other programs, including but not limited to Neon (CRM), GiveSmart, Constant Contact, Zoom, WordPress, Canva, TEAMS, Sign Up Genius, and Google Drive.
• Ability to work in a demanding, fast-paced environment with respect and diplomacy,
• Ability to maintain professional relationships with staff, participants, and guests,
• Bilingual preferred

Experience/Education/Training/Certifications:

Minimum of a bachelor’s degree with a preference for two years of work experience with additional background in customer service, public relations and/or non-profit organization with a proven track record in event coordination.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties and responsibilities of this position, the incumbent will regularly sit, stand, and will frequently talk and listen and use hands to handle and touch.  During the performance of his/her/their duties, the incumbent will regularly lift to ten pounds and occasionally up to thirty pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee works regularly in an office environment where the noise level is moderate.