As of December 1, 2019, we are no longer accepting applications. The position has been filled.
The New Jersey Council for the Humanities is seeking a full time Administrative Assistant.
Organization Overview
At the New Jersey Council for the Humanities (NJCH), the nonprofit partner of the National Endowment for the Humanities for the state of New Jersey, we harness the power of the humanities to strengthen our communities. Our vision is a New Jersey that delights in diversity, appreciates that there are no easy answers, and finds joy and understanding in the humanities. How do we do this? By enabling public programs and humanities experiences that deepen our understanding of ourselves and our world. NJCH is a program provider, partner, convener, and innovator. We work with statewide and community organizations to bring dynamic programming to the local level.
NJCH’s mission, impact, and staff and board members listings can be found on the NJCH website.
Summary
Under the direct supervision of the Executive Director, this full-time salaried non-exempt position provides administrative support for fundamental NJCH work. Days and hours of work are Monday through Friday with the option to work remotely two days a week. Wednesdays are a core onsite (working in the office) day.
Essential Functions
Oversee the day-to-day administration of NJCH, including but not limited to the following responsibilities, activities, and tasks:
- Supports the grant administration process and NJCH programs through basic filing, processing applications and reports, and adding information to the database.
- Supports part-time accountant in administration of basic bookkeeping responsibilities such as processing invoices, reimbursements, checks and deposits.
- Supports Development by maintaining donation records, updating NJCH’s database, and creating thank you letters.
Supports organization-wide communication efforts through data entry, curation, and utilization. - Works independently and within the NJCH team on projects at the request of the Executive Director, which may include planning and coordinating Board Meetings and other events, managing conferences and travel, scheduling appointments with legislators, disseminating information, and coordinating direct mailings.
- Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary.
- Answers incoming phone calls. Takes messages or fields/answers all routine and non-routine questions or redirects the latter as necessary.
- Takes internal organization meeting minutes at staff meetings, board meetings, and occasional board committee meetings.
- Types and designs general correspondences, memos, charts, tables, etc. Proofreads copy for spelling and grammar. Responsible for accuracy and clarity of final copy.
- Coordinates with vendors and IT service providers and manages office supplies.
- Helps to organize and maintain office space.
- Assists in the annual budgeting process for general office expenses.
Competencies/Skills
- Effective organizational skills and attentiveness to detail so as to enable efficient and effective multi-tasking.
- Ability to work in a deadline-driven environment and handle multiple projects.
- Proficiency in computer skills: Word, Excel, Outlook, PowerPoint, internet, database management systems, and travel and expense systems.
- Excellent written and oral communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with board members, lawmakers, and other audiences.
- Proven ability to build relationships internally and externally.
- Consistently seeks to improve processes.
- Proven ability to work independently and proactively address issues.
- Ability to exercise discretion and handle confidential information appropriately.
- Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses.
- Ability to work well under pressure with accuracy and efficiency.
Education and Experience
Required: High school diploma with three (3) years of relevant administrative experience. Advanced level of proficiency in Microsoft Office Suite
Preferred: Associate’s degree with five (5) or more years of relevant administrative experience.
AAP/EEO Statement
NJCH promotes, values, and respects diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change from time to time based on business and organizational needs.
Travel
Minimal, in-state travel is expected for this position.
Supervisory Responsibility
This position has no supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand as necessary.
To apply: Please send a cover letter describing your interest and fit for the Administrative Assistant position, a current resume, and a list of three references to careers@njhumanities.org. Review of applications will begin October 1,2019 and continue until the position is filled.
