Administrative Assistant Springs Learning Center

2 weeks ago

New Haven, United States Dominican Sisters of Peace Full time

Become part of a mission-driven organization Springs Learning Center, a ministry of the Dominican Sisters of Peace, is seeking a hardworking and compassionate Administrative Assistant to support the Center’s efforts to uplift the underserved through personalized tutoring in basic literacy, job preparedness, and citizenship.

Role: The Administrative Assistant will perform variety of duties including greeting visitors, coordinating meetings, overseeing tutor/learner documentation, assisting with newsletters and reports, ordering supplies, and other tasks to facilitate the smooth operation of the Center. This is a full-time position (30-35 hours per week) with occasional evening hours.

Qualifications:

- A High School/GED Diploma, an associate degree or certification as an administrative assistant is preferred;
- 3-5 years of experience as an administrative assistant, receptionist, or office manager;
- Proficiency in Microsoft Office/365 and use of office equipment;
- Strong interpersonal and communication skills, bilingual in English/Spanish will be considered an asset.

**Position Summary**: The Administrative Assistant will provide a wide range of functions for the Director, guests, tutors, and students. These functions will include, but are not limited to greeting guests/visitors, responding to phone and in person inquiries, scheduling appointments, managing the records of all tutors and students, assisting in writing newsletters/reports, purchasing supplies, and other administrative functions for the Learning Center.

The individual who fills this position should be patient, compassionate, and able to offer friendly customer service to all visitors, many whom do not have English language proficiency. This individual should also be able to work with mínimal supervision, have the ability to multi-task, be detail-oriented, dependable, and possess excellent organizational, written and verbal communications skills.

**Essential Functions**:
Ø Client Services
- Greets guests, tutors and students.
- Prepare and send tutor birthday, get well, sympathy cards, etc.
- Schedules appointments and maintains event calendars.

Ø Administrative Assistant/Technical Support
- Provides administrative support to the Director.
- Maintains student and tutor records and files.
- Develop and keep attendance records.
- Prepare initial notice of class date/name/time for tutor and student sheet.
- Prepares progress reports based on information collected and stored in database.
- Communicates with representatives of various sales departments for the purchase and tracking of books, supplies, and other goods for bookstands in each study room.
- Make student packets.
- Conduct assessments/check progress of new students.
- Assess student progress sheets from tutors’ annual reports.
- Develops weekly tutor/learning newsletter and hands on activity sheets.
- Keep files/lists updated for local agencies, local public and parochial schools, New Haven Deanery Parish, and Advisory Council Members.
- Provides interface with vendors regarding maintenance, technical and operational issues.

Ø Other duties as assigned.

**Qualifications**:

- Strong computer skills, including previous experience with Microsoft Office.
- Previous experience providing administrative assistant support in an office environment.
- Willingness to provide exceptional customer service to clients coming from a diverse range of cultures and backgrounds.
- Strong written and verbal communication skills.
- Billingual in English/Spanish a plus.

**Degree**:A Highschool Degree/GED is required. An Associates Degree or Certification as an

Administrative Assistant would be beneficial.

**Work Experience**:3-5 years of previous experience as an Administrative Assistant and/or

Receptionist is required. In addition, previous computer experience in an

office environment is required.

**ABILITY**: Communicate effectively in both oral and written form with staff, sisters, and public; compose reports and correspondence, and edit documents with grammatical accuracy; maintain professional and pleasant demeanor, maintain confidentiality, prioritize assigned tasks, follow directions, work independently.

**WORKING CONDITIONS/PHYSICAL REQUIREMENTS**: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job.
- stands and walks intermittently throughout the workday, including sitting and bending;
- reaches, lifts, carries and manipulates various office materials, supplies and equipment;
- may be required to lift equipment, supplies;
- must be able to lift 30 pounds;
- must be able to sit at computer for longer intervals throughout the day;
- must be able to cope with stress of multi-tasking;
- must be able to function independently;
- work requires continuous activity and with frequent interruptions.

Pay: $15.35 - $18.50 per hour

Expected hours: 30 - 35 per week

**Benefits**:

- 401(k)

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