Job description

The Osher Lifelong Learning Institute (OLLI) at American University offers peer-taught classes, lectures, and other events for approximately 1,600 senior adults in the Washington metropolitan area. Members have a wide range of professional backgrounds and join OLLI for the love of learning.

ADMINISTRATIVE COORDINATOR

The Administrative Coordinator is a key staff position in the OLLI at AU office and is responsible for the daily operations of the office.

Salary is non-negotiable. Applicants may be required to take a short writing assessment as part of the interview. Start date is May 1.

In order to be considered, applicants must:

• Submit a resume AND cover letter
• Answer all questions, including short response
• Complete the assessment

Essential for this position:

• Experience within administration support roles
• 2-year degree required; 4-year degree preferred
• Motivated self-starter, able to work without frequent direction
• Exceptional customer service, making each member feel welcome
• Strong organizational skills
• Ability to effectively multitask in a fast-paced environment with meticulous attention to detail
• Flexibility in adapting to ever-changing needs and deadlines
• Strong verbal and written communication skills, including experience writing professional emails
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Proficiency with technology, including database entry/reporting and Zoom, with the ability to learn new technology and software, as needed
• Good judgement and problem-solving skills for issues that may arise within day-to-day operation
• A team-oriented people-person for this friendly, volunteer-focused organization

The responsibilities are substantially as follows:

Front-desk coverage

• Greet and assist OLLI members at the front desk
• Answer telephones and handle all requests possible
• Check main OLLI email constantly; handle all requests or forward, as appropriate
• Serve as gatekeeper for OLLI at AU office

Office management

• Monitor all office and class supplies and order as necessary
• Maintain order of office space, including information table outside of front office, front desk, kitchen/photocopying area, conference room, and social spaces
• Provide Executive Director with printed copies of receipts and packing slips

Database operations

• In OLLI database, input registrations, adds/drops, and changes/updates; prepare and run reports; and assess data quality weekly
• In eTapestry, enter contributions, ensuring accuracy of all data; develop and run queries; and assess data quality weekly

Classroom handouts

• Make photocopies or class packets from documents submitted by Study Group Leaders (instructors)
• Scan documents and upload to handouts page on OLLI website

Trips

• Assist volunteer Trip Coordinator to schedule, book, and coordinate tours (e.g., museums, monuments, historic sites) and logistics (transportation, fees, etc.)
• Arrange for catering or access to lunch as appropriate
• Keep Trip Coordinator and Executive Director apprised of registration counts
• Book appropriate-sized buses for out-of-town trips
• Create website event for promotion and registration

Events

• Assist Director of Operations and Projects with event planning and set-up

Assist with academic programming administration

• Work with the volunteer SGR Coordinators to identify and contact members to serve as Study Group Representatives for all classes. Prepare class folders and any announcements for SGRs
• Manage class waitlists and communications about class changes and last class dates
• Send daily Zoom links to members

Other responsibilities

• Assist other staff members with tasks and projects, as needed
• Attend OLLI special events outside of office hours
• Prepare coffee throughout day for members

Job Type: Full-time

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Washington, DC 20016: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What does good customer service mean to you?
• Think about the best boss you ever had. What qualities made him/her a good boss for you?
• What three words would you choose to best describe yourself?

Education:

• Associate (Required)

Experience:

• Admin: 2 years (Required)

Work Location: In person

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