Administrative Assistant : Reception

Share on facebook
Share on linkedin
Share on email

The Administrative Assistant in the reception office at Chewonki is often the first point of contact for our participants, families, partners, and staff. As an ambassador of sorts, this role requires a friendly, welcoming, helpful, and resourceful person to oversee the daily activities of the Center for Environmental Education (CEE) building and assist with campus events and major arrival and departure days. The Administrative Assistant provides administrative, communication, and reception support for all of Chewonki. 

Position Title:  Administrative Assistant : Reception
Employment Category: Category A
Permanent/Temporary: Permanent
Exempt/Non-Exempt: Non-exempt
Schedule (hours and weeks): Year round, full-time
Benefits Eligible: Yes

ESSENTIAL RESPONSIBILITIES

Administrative Support

  • Provide general administrative support to Chewonki departments
  • Support Chewonki Elementary and Middle School with onsite administrative tasks (e.g. photocopying and creating packets, etc) including family, student, and staff needs
  • Centralized Supply Support
    • Maintain inventory of general use office supplies
    • Keep supply storage areas orderly
    • Create a centralized method of ordering supplies for departments that do not have their own accounts, including both Chewonki schools
    • Work with accounts payable to create process of invoice submittal with budget tracking
    • Manage an annual inventory and order in consultation with all departments
    • Seek bulk ordering opportunities in regards to large use items, e.g. copy paper
  • Mailroom 
    • Prepare outgoing mail and shipments
    • Sort incoming mail and deliveries
    • Deliver mail and packages to appropriate location, sometimes requiring the use of a dolly or cart 
    • Process incoming mail containing checks
    • Assist participants with personal mailing needs
    • Support programs in the mailing of personal items (may be large and cumbersome) to participants
    • Support program and department bulk mail projects 

Reception

  • Provide excellent, friendly, and responsive customer service to all
  • Welcome, check-in, and support visitors entering the building
    • Announce their arrival to host
    • Arrange tours
    • Lead tours as appropriate
  • Maintain the front porch, reception area, lobby, copy room, mailroom, mailbox area, and loading dock as welcoming, orderly spaces 
  • Primary Phone Support
    • Answer incoming phone calls in a pleasant and professional manner
    • Respond to questions, include program information 
    • Transfer calls to the appropriate role or department
    • Take accurate and legible messages when necessary
  • Support coordination and space needs for the following campus events: 
    • Program transition days
    • Staff meetings and gatherings
    • Board meetings
    • CEE building events

ADDITIONAL RESPONSIBILITIES

  • Work to honor and uphold the principles of diversity, equity, inclusion, and an anti-racist mind-set in the interests of participants and staff across the organization, as well as Chewonki families
  • Learn and understand Chewonki programs and interdepartmental connectedness, including offsite properties
  • Support visitors to follow campus policies and procedures
  • Participate in staff committees, workdays, and events

QUALIFICATIONS

  • Must be a clear communicator, able to recognize and evaluate situations (such as emergencies, calls from the press, etc.) and respond appropriately and with sound judgement
  • General Understanding of Google Workspace is required
  • Prior experience in administrative support roles
  • A willingness to learn and take direction
  • Database/Salesforce experience is a plus
  • Strong customer service skills, patience, and the ability to communicate effectively
  • Good prioritization and organizational skills
  • Must pass a criminal background check annually

SALARY AND BENEFITS

This non-exempt position has a pay range of $14.50 – $19/per hour based on employment experience.  Benefits include health insurance, life insurance, dental insurance, optional vision insurance, long-term disability, 403(b) retirement plan (currently matching up to 4.5% after one year of service), paid time off, and access to professional development funds.

TO APPLY  – review of applicants begins immediately upon receipt

Please complete the following information and submit:

  • A cover letter explaining your interest in the position
  • Resume

 

Job Features

Job Category

Administration/Support Positions

Apply Online

A valid email address is required.
A valid phone number is required.