Administrative Assistant

Administrative Assistant

The Center for Railroad Photography & Art (CRP&A) seeks a part-time administrative assistant to support our growing programmatic efforts. Primary responsibilities in this position will include providing administrative support to ensure efficient office operations, including greeting visitors, responding to constituent inquiries, logging financial contributions and payments, assisting with fundraising communications and data management, inventory tracking and processing publication orders. This position will report to the development director and will provide support to a small, growing office.

About the Center:The Center for Railroad Photography & Art is a 501(c)3 arts and education non-profit organization whose mission is to preserve and present significant images of railroading. Its programs include maintaining an archive of more than half-a-million photographs and pieces of artwork, publishing a quarterly journal as well as books, preparing and circulating traveling exhibitions to venues across the country, and hosting events such as conferences and receptions as well as webinars. Its staff works primarily out of offices in Madison, Wisconsin, guided by a fifteen-member board of directors and supported by a community of more than 1,100 members. Learn more at and by following @railphotoart on Facebook, Instagram, Flickr, and YouTube.

Position responsibilities

• Provides administrative support to ensure efficient office operations.
• Serves as primary contact for members and other constituents, responding to calls, emails, and other queries and correspondence, and directing inquiries to appropriate personnel.
• Manages shared calendar process
• Drafts and edits letters, reports, and other documents.
• Inputs and updates information in databases and spreadsheets.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.
• Uses word processing and presentation software to create and edit documents.
• Ensures office equipment is in good working order and office supplies are always on hand.
• Researches as requested and compiles and summarizes information for reports or presentations.
• Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.
• Maintains physical and digital filing systems.
• Presents a positive and professional image for the organization.

Hours and Benefits:

• Part-time, 20-25 hours/week
• Flexible, hybrid, and supportive work environment
• Starting salary of $21 per hour, depending on experience
• Opportunities for professional development
• Competitive paid time off policy

How to apply:

• Send a cover letter and current resume or CV to (candidates selected for interviews will also need to provide at least three professional references).
• Application reviews will begin on March 3, 2025, with interviews tentatively beginning the week of March 10, 2025. Applications will be accepted until the position is filled.

Desired Skills:

• Digital literacy and research skills, including the ability to analyze the reliability of information
• Familiarity with standard office platforms, including Microsoft Office; Google documents, sheets, and calendar; Adobe Acrobat; and database systems.
• Data management and entry skills, including the ability to maintain and improve filing systems
• Accurate record keeping
• Written communication skills
• Time management, multitasking, and flexibility
• Organizational skills
• Accuracy and attention to detail
• Supply management and inventory control
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to communicate with diplomacy and tact
• Ability to work well under pressure and navigate multiple deadlines
• Proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others

Education, Experience, and Licensing Requirements:

• Associates or bachelor’s degree preferred
• Past administrative experience or tenure in an office
• Interest in nonprofit administration and management

Job Type: Part-time

Pay: $20.00 - $21.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 4 hour shift
• Monday to Friday
• No nights
• No weekends

Ability to Commute:

• Madison, WI 53711 (Required)

Ability to Relocate:

• Madison, WI 53711: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $21