Administrative Assistant

Job Summary:
The Administrative Assistant provides administrative support to the Volunteer Services division. Duties include supporting project logistics, assisting in volunteer recruitment, and maintaining the accuracy of data systems and project tracking.

Essential Duties & Responsibilities:

• Manage database of organizations, agencies, websites, listservs, schools, and colleges for recruitment purposes.
• Create and maintain relationships with key personnel of agencies and organizations that refer volunteers to OMSI.
• Support the Volunteer Services division in volunteer requests, position descriptions, and monitoring current position openings.
• Assist the Volunteer Services division in volunteer recruitment through job postings, recruitment fairs, and application screening.
• Schedule volunteer interviews in coordination with applicable supervisor availability.
• Responsible for processing volunteer onboarding paperwork, maintaining personnel files, tracking volunteer availability, and data entry.
• Coordinate semi-monthly Volunteer Interview Fairs, including preparing all materials and advertising.
• Schedule and prepare materials for general orientation and training for new volunteers, including scheduling any additional training as needed.
• Conduct reference checks and background checks for prospective volunteers.
• Assist in training and supervising Volunteer Services volunteers.
• Assist with production of monthly volunteer newsletter.
• This position is non-exempt, paid hourly. This position is regular part-time, scheduled for 20 hours/week.

Working Conditions: Work weekdays, evenings, weekends and some holidays as required. Physical Demands: 50 % Sitting 40 % Standing 10 % Lifting/Carrying/Pushing/Pulling >8 Pounds Close vision (clear vision at 20 inches or less), Distance vision (clear vision at 20 feet or more) and ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus). Moderate noise (examples: business office with computers and printers, light traffic)

Secondary Functions: Assist with the coordination of one-time opportunities for groups (e.g., corporate groups) to volunteer at OMSI. Assume other responsibilities and tasks assigned by the HR and Volunteer Services Manager II.

Knowledge/Skills/Abilities:
Requirements: Ability to effectively work independently and with teams on multiple, simultaneous, diverse tasks with attention to details, accuracy and process orientation. Demonstrated excellent interpersonal and customer service skills, in person and on the telephone, for working effectively with people of diverse ages, talent and background. Demonstrated excellent organizational skills and self-initiative to prioritize multiple projects in order to meet individual and Volunteer Services related deadlines. Demonstrated professional written and verbal skills, including presentation and public speaking skills Ability to promote teamwork and collaboration.

• Excellent analytical and problem solving skills.
• Excellent coordination and project management skills.
• Strong time management skills.
• Excellent attention to detail with a high degree of accuracy.
• Ability to work under pressure with flexibility.
• Understanding of confidentiality and protocol. Proficient in Microsoft Word, Excel and PowerPoint. Flexibility to modify work schedule as needed. Ability to follow basic instructions. Demonstrated genuine interest in the success and growth of volunteers.

Preferences: Experience with volunteer management software.

• Nonprofit experience.
• Bilingual – Spanish/English.
• Experience working in a museum or similar setting.

Education & Work Experience:Requirements:

• Bachelor’s degree or equivalent combination of education and experience.
• Working knowledge of best practices in volunteer coordination.
• Demonstrated experience working in a collaborative work environment and promoting teamwork.
• Minimum 4 years of administrative/office support experience, including customer service responsibilities.
• Minimum 1 year of working with the public in formal and informal settings.

Additional Requirements/Preferences; Including Licenses and Certifications:

Requirements:

• Pre-employment checks, such as criminal background check and reference checks.