Administrative Assistant

New Haven Scholarship Fund

JOB DESCRIPTION

Administrative Assistant

The Administrative Assistant performs a variety of clerical duties requiring independent analysis, judgment, and knowledge of organization functions. The individual maintains records, processes complex documents, and compiles regular and special reports. In addition to the clerical duties identified, responds to general phone and email correspondence. This position reports to the Chair of the Board of Directors. The position also works closely with the committees associated with the processing of scholarship awards.

The ideal candidate is dependable, engaging, organized, competent, willing to collaborate, with a track record of showing initiative, experience working in a non-profit environment, and possesses the ideal balance of experience and aptitude for learning.

Effective communication. Excellent verbal communication, active listening, and experienced in

customer service, the ability to connect callers and visitors with the right staff member or program

and handle basic organizational questions and requests.

Professionalism. Professional appearance and positive attitude, in line with being the first-person

customers, visitors and program participants encounter. Ability to interface with a variety of people

including a diverse clientele, staff, and board members. Friendliness and likability, sensitive people

skills, and ability to maintain confidentiality are particularly important.

Organization. Prioritize multiple tasks based on organizational needs in an organized, detail-

oriented, and responsible manner including managing tasks, screening mail or callers, directing work

flow, and oversight of a busy, task-oriented position. Assist with general work overflow and help with

special projects that require word processing, data entry and online research. Organized and on task,

even when the unexpected happens.

RESPONSIBILITIES - Clerical, Program, Administrative Support

• General Administrative Support:
• Provide clerical support to the Board of Directors and committees.
• Assist volunteers and maintain vendor records, files and compliance forms.
• Manage correspondence including student inquires.
• Maintain recipient records and applications and coordinate/produce award packets.
• Manage files, including off-site storage, maintain scholarship records, and vendor information.

Mail Handling:

• Pick up and sort mail; distribute to staff and relevant recipients; mail outgoing bills and materials.
• Manage mailings for donors and scholarship recipients.

Financial Administration:

• Pay monthly bills and maintain payment records.
• Keep the check register and perform monthly financial reconciliations.
• Maintain scholarship disbursement records.

Meeting and Event Support:

• Schedule and prepare for meetings, transcribe notes, attend and record monthly board meeting minutes.
• Assist with special events, including the annual awards ceremony.
• Assist with website updates, social media, and research tasks.

Required Education and Experience

• High school Diploma and preferably two years of related bookkeeping work experience or
• Bachelor’s degree without any experience.
• Highly experienced in Microsoft Suite applications including Word, Excel and Office 365.
• Must have a valid license and have ability to provide own transportation, willing to travel up to
• 20 miles to obtain supplies and materials for high school events and Board meetings and annual Awards Ceremony.

The New Haven Scholarship Funds is an equal employment opportunity employer and values the

diversity of our workforce and the knowledge of our people. All qualified applicants will receive

consideration for employment without regard to race, color, religion, sex, sexual orientation, gender

identity, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law. The organization is fully dedicated to the personal and professional development of every member of the team. Compensation is commensurate with experience.