Nonprofit Administrative Assistant

3 days ago

College Station, United States Museum of the American G.I. Full time

The Museum of the American G.I. is a 501(c) (3) non-profit organization established in 2001 with the mission of preserving the military history of the United States, honoring the service of American military personnel, and educating future generations about the sacrifices and contributions of those who have served. The museum achieves this through various exhibits, events, and educational programs highlighting the experiences and stories of the American G.I., primarily from WWI to the present.

**Job Objective**:
The museum is seeking a motivated individual to join our team. The Nonprofit Administrative Assistant is the primary point of contact for the director and professional employees, providing administrative support and managing day-to-day communications in the museum. All museum staff are expected to work some weekends and holidays. During special events, periodic duties outside of/above the regular workweek schedule are expected.

We understand that not everyone meets every qualification for a role. If you feel you align with this job description, we strongly encourage you to apply. We value your unique experiences and skills, and we're open to considering alternative qualifications that could be a good fit for this role.

**Position Title**: Nonprofit Administrative Assistant
**Salary**:$14 - $18 an hour for Part Time or $16 - $ 20 an hour for Full Time

**Full Time Hours/Week**: 33-40 hours with a Split hourly schedule

Week one: Wednesday through Friday, 9 a.m. - 5 p.m.

Week two: Wednesday through Saturday, Sunday 9 am-5 pm

**Part Time Hours/Week**: 21-25 hours

Wednesday through Friday, 9 a.m. - 5 p.m.

**References**: Two or more references required

**Qualifications / Requirements**
- High school graduate or knowledge gained through a formal, directly job-related 4-year degree from a college or university, or an equivalent in-depth specialized training program directly related to the work of an Administrative Assistant II.
- A friendly demeanor and the ability to work as part of a team.
- Requires a minimum of three (3) years’ experience. The museum is willing to substitute experience for education and vice versa.
- Experience in business-related social media
- Experience using Canva for visual design.
- Experience with Windows Office suite, Google Suite, and basic digital communication tools such as Google Meet, Zoom, and MS Teams.
- Experience with Excel
- Experience with QuickBooks
- Applicant for Full-time position must have weekend availability (required to work alternating weekends)

**Preferred**
- Bachelor’s degree in nonprofit business, museum studies, public history, or related field.
- Entering, currently, or having a master’s degree in public history, Nonprofit management, museum studies, or a closely related field.
- 2+ years of experience working as an Administrative Assistant in a nonprofit setting.
- 3+ years of experience in Excel
- 3+ years of experience on QuickBooks
- Familiarity with multi-generational groups in a variety of settings.
- Experience using Canva for visual design.
- Experience in Event planning.
- Experience in Grant writing (Full-time position)

**Essential Duties**:
**Administrative Support**:

- Provide administrative support to the Director and museum staff.
- Oversee the scheduling of tours, events, and calendars.
- Oversees the daily work of work-study students.
- Oversees the gift shop inventory, stocking, and reports.
- Event Assistant to the Director on major events

**Grant work**
- Assist with creating Grant reports.
- Assist in Grant writing (Full time position)

**Record-Keeping and Documentation**:

- Maintain and update filing systems, databases, and records.
- Organize and maintain documents, both physical and digital.
- Ensure accurate and timely data entry.
- Assist with record-keeping for grants, donations, and fundraising efforts.

**Communication**:

- Answer phones, take messages, and handle correspondence.
- Writes and distributes newsletters and announcements to inform the community about events and activities at the museum.
- Contacts local television stations, newspapers, and bloggers with information about the museum
- Works with designers to create posters, brochures, and advertisements.

**Additional Communication Duties for Full-Time Postion**
- Oversees social media platforms, maintains social media calendars, and posts general information (e.g. “changes in hours,” “upcoming events,” “reminders,” “holiday posts,” and non-historical content/information)
- Collaborate and coordinate historical content social media posts created by museum staff.
- Monitor social media channels for comments, messages, and mentions and respond promptly and appropriately.

**Financial Support**:

- QuickBooks
- Process invoices, reimbursements, and expenses.
- Track financial transactions and maintain financial records.
- Prepare financial reports.

**Assist with General Staff Museum Duties**:

- Opening and Closing procedures
-

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