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  • WISE Administrative Assistant

    Woolley Institute for Spoken-Language Education
    Job Description
    WISE Administrative Assistant
    The Woolley Institute for Spoken-Language Education (WISE) is a non-profit organization offering programs and services to children who are hard of hearing, including preschool, therapy, and outreach programs.  WISE is seeking a part-time Administrative Assistant to work in our local office Monday-Friday.  The WISE Administrative Assistant provides administrative support to WISE including its Executive Director, Therapists, Financial Coordinator, Program Director, and Board of Directors.

    Part-time: hourly, non-exempt, Mon-Fri 24-28 hours per week 
    Benefits: holiday pay and earned PTO

    Duties and Responsibilities:
    • Acts as first point of contact for the organization, demonstrates a professional demeanor in all interactions with visitors, parents, volunteers, board members, donors, and agency representatives.
    • Clerical office duties: answer, make phone calls, take messages, retrieve/send mail, coordinate and receive deliveries, draft and send letters and email communication, sets up and tidies office space.
    • Responds to inquiries from both internal and external clients. Provides information on the organization including address, directions, overall workings of the organization.
    • Oversees daily office operations.
    •  Orders office supplies and therapy materials.
    • Assists with signing-in volunteers, scheduling volunteers, coordinating volunteer orientation, and maintaining volunteer database.   
    • Schedules staff meeting, in-services, and other organization meetings, sends to invitees, prepares materials for meetings, reserves space, and participates in staff meetings and records minutes.
    • Maintains Client/family database for WISE programs.
    • Assist the Executive Director and/or appropriate staff in coordinating special projects and events that are scheduled throughout the year to support the organization. Including event reservations, set up, registration, and preparation of materials.
    • Prepares documents in Word, Excel, and Publisher upon request.
    • Displays proficiency, efficiency, and attention to detail with data entry; displays the ability to manage multiple, ongoing tasks with varying deadlines.
    • Acts as Assistant to Executive Director on varying tasks such scheduling meetings, writing letters, making copies, filing, scanning, and other WISE related business upon requests.
    • Other office duties.

    Qualifications: Education: minimum of high school diploma or equivalent, relevant work experience in office administration.
         • Excellent communication, organization, and telephone skills are mandatory
         • Professional and friendly demeanor 
        • Ability to handle multiple priorities and meet deadlines 
        • Ability to work independently and with staff to achieve goals 
        • Knowledge of Microsoft Office and Outlook 
        • Ability to input data accurately and within prescribed time frame
        • Physical Requirement: Ability to sit, stand, walk, and lift to 15 pounds and drive motor vehicle 
        • Ability to work varied hours/days to oversee responsibility 
    Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
    Contact Information
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