Administrative Assistant

1 day ago

San Diego, United States Whispering Winds Full time
Job DescriptionJob Description

Our Mission

The mission of Whispering Winds Catholic Conference Center is to provide a Christ-centered environment, apart from the everyday world, where all are welcome to increase their knowledge of and commitment to Christ, and join as fellow pilgrims on their journey of faith with God.

 

Job Title: Administrative Assistant

Organizational Relationship: Reports to Executive Administrator

Department: Administration

Location: Whispering Winds Main Office, San Diego, CA

Position Type: Full Time, Non-exempt (minimal weekends may be required)

Pay Rate: $20.00 - $22.00 per hour

 

Overview:

Works with the Executive Administrator to facilitate the operations of the company in the areas of office administration and development, in keeping with the mission of the company.

 

Qualifications:

This position requires a person who:

  • Has the ability to foster effective working relationships with volunteers, donors, staff, and outside contractors

  • Demonstrates an enthusiastic attitude and willingness to provide cross-departmental support

  • Is proficient with all Microsoft Office programs, including Excel and Word and successfully completes an Excel skills task upon request

  • Has the ability and willingness to learn proprietary software

  • Has attention to detail and demonstrates accuracy in data entry and correspondence

    • The ideal candidate possesses skills in database management

  • Has excellent verbal and written communication skills

  • Prioritizes tasks to meet deadlines

  • Takes initiative and makes recommendations to benefit the organization

  • Has a flexible schedule to attend Whispering Winds events

 

Job Description:

 

Administration

  • Take ownership of the general office environment and appearance, including tidying the general areas and coordinating periodic maintenance and repairs

  • Take the lead on office safety, including managing the locking/unlocking of doors and arming/disarming alarm at the open and close of business

  • Host office guests

  • Answer main office phones with a smile and kindly direct calls or relay messages

  • Update the staff phone directory and off-hours message, as needed

  • Maintain office equipment and supplies, including placing orders to ensure a stocked inventory

  • Maintain technology inventory for the organization and coordinate with SDTEK to troubleshoot

  • Maintain XEROX copier, including coordinating supplies and troubleshooting

  • Copy, mail, print, mail merge, and create form letters

  • Manage stamp inventory and print stamps as needed

  • Assist with planning and placing orders for office events

  • Assist with storage inventory

  • Assist with tasks, such as binding the Employee Handbooks, ordering name tags/name plates and Board of Directors annual plaques

  • Maintain WW Staff Google Calendar daily to accurately reflect staff schedules, holidays, and events

  • Complete special tasks assigned by Executive Administrator

  • Coordinate with the Camp Administrator regarding lost and found items

  • Conduct data entry assigned by Controller as it pertains to the business department

  • Support Guest Services with guest groups and programs as requested

  • Be knowledgeable of camp program dates, rates and other details to assist guests

 

Development

  • Assist in the management of the Bloomerang donor database, including importing data, updating donor data, and creating reports

  • Accurately import program feedback data into the Bloomerang database

  • Assist and coordinate events and fundraisers, including assisting with the preparation of program materials and name tags

  • Proofread, process, and track volunteer documents, providing follow up as necessary

  • Nurture a good relationship with donors & volunteers by maintaining records and providing follow-up communications

  • Attend planning meetings and events

  • Follow up after events, supplies, evaluations, and proper acknowledgement of donors, volunteers, and staff

 

Miscellaneous

  • Normal office environment requiring occasional lifting (up to 20 lbs.), bending, stooping, pushing, pulling, and standing for moderate periods of time

  • Minimal travel to Julian/reliable transportation required

 

Disclaimer:

This job description is a summary of the typical functions of the job, not a complete list. The responsibilities, tasks, and duties might differ from those outlined and other duties, as assigned, might be part of the job. For more information on the organization, please visit whisperingwinds.org.

Company DescriptionWhispering Winds Catholic Camp & Conference Center is a refuge, a place where youth, individuals, couples, families and groups can get away and hear God’s voice in the beauty of nature. Nestled in the Cuyamaca Mountains, Whispering Winds is located on 161 acres in the scenic Cleveland National Forest, five miles south of the historic gold-mining town of Julian – about an hour’s drive from San Diego. We are a lay directed, tax-exempt, nonprofit corporation. While we are the only Catholic-based camp of its kind in all of Southern California, Whispering Winds is open year-round to all faiths. We have a business office in San Diego, as well as our camp location.Company DescriptionWhispering Winds Catholic Camp & Conference Center is a refuge, a place where youth, individuals, couples, families and groups can get away and hear God’s voice in the beauty of nature. Nestled in the Cuyamaca Mountains, Whispering Winds is located on 161 acres in the scenic Cleveland National Forest, five miles south of the historic gold-mining town of Julian – about an hour’s drive from San Diego. We are a lay directed, tax-exempt, nonprofit corporation. While we are the only Catholic-based camp of its kind in all of Southern California, Whispering Winds is open year-round to all faiths. We have a business office in San Diego, as well as our camp location.

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