Administrative Coordinator

3 weeks ago

Washington, United States Osher Lifelong Learning Institute (OLLI) at American University Full time

The Osher Lifelong Learning Institute (OLLI) at American University offers peer-taught classes, lectures, and other events for approximately 1,600 senior adults in the Washington metropolitan area. Members have a wide range of professional backgrounds and join OLLI for the love of learning.

**ADMINISTRATIVE COORDINATOR**

The Administrative Coordinator is a key staff position in the OLLI at AU office and is responsible for the daily operations of the office.

Salary is non-negotiable. Applicants may be required to take a short writing assessment as part of the interview. Start date is June 10.

**In order to be considered, applicants must**:

- **Submit a resume AND cover letter**:

- **Answer all questions, including short response**:

- **Complete the assessment**

Essential for this position:

- Experience within administration support roles
- 2-year degree required; 4-year degree preferred
- Motivated self-starter, able to work without frequent direction
- Exceptional customer service, making each member feel welcome
- Strong organizational skills
- Ability to effectively multitask in a fast-paced environment with meticulous attention to detail
- Flexibility in adapting to ever-changing needs and deadlines
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
- Proficiency with technology, including database entry/reporting and Zoom, with the ability to learn new technology and software, as needed
- Good judgement and problem-solving skills for issues that may arise within day-to-day operation
- A team-oriented people-person for this friendly, volunteer-focused organization

The responsibilities are substantially as follows:
**Front-desk coverage**
- Greet and assist OLLI members at the front desk
- Answer telephones and handle all requests possible
- Serve as gatekeeper for OLLI at AU office

**Office management**
- Monitor all office and class supplies and order as necessary
- Maintain order of office space, including information table outside of front office, front desk, kitchen/photocopying area, conference room, and social spaces
- Provide Executive Director with printed copies of receipts and packing slips

**Database operations**
- In OLLI database, input registrations, adds/drops, and changes/updates; prepare and run reports; and assess data quality weekly
- In eTapestry, enter contributions, ensuring accuracy of all data; develop and run queries; and assess data quality weekly

**Classroom handouts**
- Make photocopies or class packets from documents submitted by Study Group Leaders (instructors)
- Scan documents and upload to handouts page on OLLI website

**Trips**
- Assist Director of Operations and Projects and volunteer Trip Coordinator to schedule, book, and coordinate tours (e.g., museums, monuments, historic sites) and logistics (transportation, fees, etc.)
- Arrange for catering or access to lunch as appropriate
- Keep Trip Coordinator and Executive Director apprised of registration counts
- Book appropriate-sized buses for out-of-town trips
- Create website event for promotion and registration

**Events**
- Assist Director of Operations and Projects with event planning and set-up

**Assist with academic programming administration**
- Manage class waitlists and communications about class changes and last class dates
- Send daily Zoom links to members
- Coordinate with office volunteers

**Other responsibilities**
- Prepare weekly e-newsletter
- Assist other staff members with tasks and projects, as needed
- Attend OLLI special events outside of office hours
- Prepare coffee throughout day for members

Pay: $50,000.00 - $53,000.00 per year

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Application Question(s):

- What does good customer service mean to you?
- Think about the best boss you ever had. What qualities made him/her a good boss for you?
- What three words would you choose to best describe yourself?

**Education**:

- Associate (required)

**Experience**:

- Admin: 2 years (required)

Work Location: In person

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