Administrative Assistant, Campaign (Downtown - Exposition Park)
Date: 2012-06-01, 6:08PM PDT
Reply to: see below [Errors when replying to ads?]
The Natural History Museum of Los Angeles County seeking an Administrative Assistant for our Advancement Department. This position provides general administrative and clerical support for specific directors(s) and/or a department/division. Primary responsibilities are word processing, data entry, filing, appointment scheduling, and communication processing.
Responsibilities for this position include, but are not limited to:
- Strategy Implementation: In consultation with supervisor, adapts work processes to be consistent with organizational, department and program/function strategic goals and raise challenges encountered during implementation.
- Values: Adheres to the organization's values. Acts in an ethical manner.
- Evaluation: As directed by supervisor, documents outcomes, applies evaluation approaches and provides input on methods for improving the performance of the function or program.
- Financial Resources: Identifies needed supplies and submits restocking requests to appropriate coordinator or supervisor.
- External Relations: Represents the Museum on an occasional basis and as appropriate.
- Internal Relations: Participates in department, division and program meetings as appropriate. Provides input as needed. Participates as appropriate on cross-department Museum teams and workgroups.
- Standard Setting and Policy Compliance: Abides by organizational, department and job specific policies and procedures. Provides input to supervisor when policies and procedures should be reviewed or updated as necessary.
- Vendor Contract Development and Coordination: If directed by higher levels of management and based on expertise pertinent to the contract, may be involved in identifying vendors, soliciting bids, selecting vendors, drafting the specifics of contract language and guiding the work of vendors. Under these circumstances, keeps the vice president, director or manager responsible for the contract apprised of work and any challenges encountered that might impact or alter the terms of the contract including accomplishment of contract goal, budget and deadlines. As directed, interacts with vendors.
- General: As appropriate works as a member of interdepartmental teams to ensure the effective and efficient operations of the Foundation. Other duties as assigned, dependent on organizational needs and employee skills.
- Communication Processing: Screens office callers and telephone calls, furnishes requested information, refers calls to more appropriate parties, and personally handles calls which do not require the attention of the supervisor. As appropriate, handles complaints or refers to the appropriate staff member. Checks materials being submitted for supervisor's attention to ascertain that all relevant information (data, files, approvals) is included. Opens, sorts and distributes incoming mail, faxes and e-mail.
- Written Communication: Prepares memos, meeting agendas, meeting notes/minutes, email correspondence and letters as directed. Replies to correspondence as directed. Drafts memo, letters and reports as directed for review by supervisor. Proofs text and statistical information and edits documents created by supervisor or others in the division as directed. Prepares and assembles documents including copying and mail processing as necessary.
- Appointment Scheduling and Arrangements: Makes appointments and arranges conferences and meetings for supervisor and others in the division as directed. Schedules meetings on the Museum Master Calendar as appropriate and provides logistical support for meetings including registration, refreshments and audio-visual equipment. Arranges for parking for external guests and greets guests at the Security Desk and escorts them to the division.
- Project Management Support: As directed by supervisor, coordinates the work of teams and other projects. Secures information on the status of pending matters and reasons for delay in the completion of projects within the division as directed by supervisor.
- Report Generation: Gathers data for general information purposes or special reports, contacting other departments, employees and external parties for needed information and drafts reports as requested.
- Data Entry: Enters information into divisional databases as needed. Unless otherwise assigned in the division, serves as the liaison to Information Technology for any repairs and software updates needed within the division.
- Filing: Creates and maintains physical and data files for supervisor and as appropriate, the division.
- Supplies: Unless otherwise assigned within the division, maintains inventory for general office supplies for division and handles all orders when needed.
- Financial Processing: Reviews incoming bills and/or invoices for agreement with purchase orders and physical inventories. Prepares deposits, check requests, purchase orders, expense reports, travel requests and other similar financial transactions for approval by department management. Interacts with the Finance Department as needed to verify vendor payments and the proper recording of other financial transactions.
This position has the following requirements:
- Comportment: Must act with integrity and an ability to carry oneself with the demeanor, decorum and professionalism needed for the position and its interaction with others.
- Team: Has demonstrated ability to work with others on teams and across an organization. Ability to collaborate effectively with all levels within an organization.
- Initiative: Must possess initiative, strong personal work ethic and good judgment. 4. Self-Management: Has the capability to organize and prioritize work in order to meet agreed upon deadlines.
- Communication: Ability to listen to and understand information and ideas presented through verbally and in writing. Ability to communicate ideas verbally and in writing.
- Frequency Statistics: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Basic Math: Can do basic math including the ability to use a calculator or adding machine.
- Problem Solving: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Interpretation: Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
- Analysis: Has the capability to analyze data related to a specific program or function.
- Software Experience: Has experience using MS Office and its Word, Excel, Outlook, Power Point and Publisher functions.
- A valid California Driver License or the ability to utilize an alternative method of transportation needed to carry out job-related essential functions.
- High school diploma, GED or equivalent required.
- Prior administrative or secretarial experience preferred.
Salary is commensurate with experience plus excellent benefits. This is a full time, non-exempt position.
Review of applications begins immediately and continues until position is filled. Interested candidates please visit www.nhm.org/jobs and click the link of the position for which you are interested or you may go directly to the online application by clicking https://home.eease.com/recruit/?id=1536801.
The Natural History Museum of Los Angeles County is an Equal Opportunity Employer. Please, No Phone Calls, No Fax.
- Location: Downtown - Exposition Park
- Compensation: Salary is commensurate with experience plus excellent benefits.
- This is a part-time job.
- This is at a non-profit organization.
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.
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