Education Administrative Assistant

EMPLOYMENT TYPE

Full-time

UNIT

Education

OPEN DATE

08/07/2023

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above.

High School Diploma, Bachelor’s degree preferred; or an equivalent combination of education and experience.

At least one year of experience working in a customer service role. Administrative assistant experience in a non-profit, volunteer-centered organization and experience in education or customer service role in a museum is beneficial. Understanding of basic principles of volunteer management. Professional phone and email manner is essential. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Strong proofreading skills and attention to detail is critical. Willingness to learn and apply new skills. Excellent organizational skills and be detail oriented. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture a plus.

Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Must be able to efficiently and accurately input data into documents and programs such as spreadsheets, Google calendars, and Altru (JANM’s ticketing system). Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format. Ability to work cooperatively cross-departmentally to meet organizational goals.

Computer literate, Internet savvy, and experience with MS Office, Zoom, Altru or similar software preferred, speed and accuracy are essential. Familiarity with Google Calendar, Sheets, and Gmail a plus.

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Ability to maintain flexibility when responding to changing needs of visitors and volunteers, problem solving, and decision making skills are essential when ensuring quality visitor experience. Reliable follow-through on correspondence and assigned projects in a complete, well-conceived, and timely manner.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

All employees are required to be up to date on the COVID-19 vaccine and have the bivalent (Fall 2022) booster dose when eligible.

The Education Administrative Assistant is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future.