What are the responsibilities and job description for the Administrative Assistant position at Organization for Tropical Studies?
This role advances the organization’s mission by providing institutional, administrative, and financial support for collections in the OTS North American Office. Providing essential front-line interaction, they facilitate effective communication with a diverse range of stakeholders, including U.S. and international staff, current and prospective students, alumni, donors, external vendors, and others as needed.
The Administrative Assistant reports to the Chief Administrative Officer.
Institutional support (60%) 24 hours
Support Faculty-Led Academic Groups (FLAGs) by preparing contracts using the established template, negotiating terms as approved by the Chief Administrative Officer, and following up on due diligence, including contacting schools for payment and obtaining contract signatures. Add signature of the Chief Administrative Officer when authorized. Track activity by school for subsequent follow up. Communicate with the Finance Specialist, Logistics Manager, Coordinator of Special Programs and Initiatives, Chief Operating Officer, and station staff as needed. Prepare reports as requested.
In coordination with the Finance Specialist, follow up with Institutional Members for the collection annual dues, and assist with the collection of undergraduate tuition payments from individuals and/or universities, researcher reservations billing, filming contracts, or other collections as needed.
Admissions Support (25%) 10 hours
Application management and tracking with work in several databases, data entry, maintaining paper files, scanning, tabulating, and the preparation of completed student applications for selection review. Maintain detailed reports on all recruiting activities.
Facilitation of the evaluation and awarding of scholarship aid to students.
Prepare selection letters and materials, follow-up on registration forms, preparation of emergency contact and travel information. Create reports as needed.
Communicate by email and/or phone with interested students, study abroad representatives, faculty, and alumni. Answer incoming telephone calls, respond to general questions regarding OTS programs and courses, and direct specific requests to the appropriate staff. Help monitor and respond to the undergraduate admissions email.
Provide clerical support for Admissions staff in preparation for recruiting trips. This includes mailing materials for use at recruiting events.
Support communications on organizational digital media, including social media, website content, blog, Alumni Ambassadors, etc.
Organize and conduct virtual meetings and conferences on various online platforms.
Assist with visa updating of South Africa visa instructions each semester.
Answer incoming telephone calls and direct specific requests to the appropriate staff.
Assist incoming visitors with information on OTS and notify OTS staff members of visitors and appointments as required.
Accept and disseminate deliveries. Open and distribute incoming mail. Maintain a log of all checks received.
Process outgoing mail using U.S. Mail, Campus Mail, FedEx, UPS, courier, etc. Assist with compiling, copying/collating, and distributing for large mailings.
Process orders for office supplies and/or researching supplies and equipment.
Liaise with campus facilities department for building, maintenance, and grounds needs.
Execute local errands occasionally including drop-offs/deliveries, deposits, mail, etc. Personal vehicle required, valid driver’s license; mileage reimbursed.
Assist in arranging and scheduling meetings, meeting set up, and making appointments as requested.
Perform other projects/duties as assigned by the Chief Administrative Officer.
Education and Experience
Work requires a general business background generally equivalent to a bachelor's degree in a business-related field. Work requires two years of related business or administrative experience. Knowledge and experience with international nonprofit and/or geographically dispersed organizations is beneficial.
Experience with Bloomerang is a plus.
Must be reliable, punctual, and organized with a high level of initiative. Must be able to prioritize work; remain on task; and perform multiple, concurrent tasks with frequent interruptions while meeting deadlines.
Must be able to adapt easily to change and diversity in day-to-day duties.
Strong interpersonal and communication skills required.
Typing, word-processing, desktop publishing, spreadsheet, and database management proficiency are essential. Computer literacy is required, specifically the entire MS Office Suite for Windows.
Occasional light physical work required.
This is a full-time, non-exempt position with work performed in OTS’ North American Office in Durham, NC. A limited hybrid schedule will be considered.
Job Type: Full-time
Pay: From $40,000.00 per year
Schedule:
- 8 hour shift
Education:
- High school or equivalent (Preferred)
Ability to Commute:
- Durham, NC 27705 (Required)
Work Location: Hybrid remote in Durham, NC 27705
Salary : $40,000