Administrative Assistant and Office Manager

The Administrative Assistant and Office Manager provides essential operational, clerical, database, and administrative support to the CSCSTL team and ensures that general office operations run smoothly. This position reports to the Executive Director and is currently a full-time (37.5 hours), non-exempt position. The current work schedule for this position is Monday through Thursday 8:30am to 5:00pm (less 30 minutes per day for lunch) and Friday 8:30am to 2:00pm. From time to time additional hours - including some evening and weekend hours - will be necessary to support specific program schedules and fundraising campaigns. The overall work schedule may be adjusted, if necessary, in order to best fit the needs of the organization.

Following are the general responsibilities of the Administrative Assistant and Office Manager. These responsibilities may be modified from time-to-time as necessary in order to best fit the needs of the organization.

General office operations and administrative support:
Routine responsibilities:
• “Open” and “Close” CSC daily, including unlocking/locking front doors, turning on/off lights, and turning on/off front desk radio and TV monitor
• Manage CSC phone system, including answering main telephone line, transferring calls, taking messages, and checking general voice mailbox
• Open and process mail daily
• Maintain office equipment, including printer/copier, and postage meter, and interact with landlord and vendors as needed
• Manage greeting card distribution

As-requested responsibilities:
• Assist with managing the Board of Directors, including setup for board meetings, updating board roster as needed, and maintaining board files (both electronic and physical)
• Provide general clerical and administrative support to the team

Database Management:
Routine responsibilities:

• Enter, maintain, and update participant information daily, including program attendance and participant activity at CSC
• Oversee tributes and mailing of tribute cards as needed
• Post donations and mail corresponding tax acknowledgement letter daily
• Make bank deposits daily
• Run requested database reports including daily credit card reports, bank deposit reports, information for Program Stat report, and information for quarterly financial ADAPT reports
• Create campaigns/events as needed
•  General daily database management including donor account maintenance, resolving duplicate files, reconciling tributes, and general database management

Development Department Support:
As-requested responsibilities:
• Provide administrative and logistical support and assistance with all aspects of fundraising campaigns, including vendor interaction, logistical activities, volunteer coordination, soliciting donated items, and donor/sponsor activities
• Manage large mailings, including performing mail merges

Program Department Support:
Routine responsibilities:
• Maintain program attendance and RSVPs on a daily basis, including.
o produce sign-up sheets for each Program
o confirm attendance in advance with participants
o produce program materials, as needed
o setup/breakdown from programs, as needed, including scheduling any necessary equipment
• Prepare program materials for off-site instructors
• Track monthly program data and generate monthly reports
• Enter quarterly data into CSC HQ’s ADAPT system
• Summarize and maintain data from program surveys/evaluations
• Manage activities associated with the quarterly newsletter, including proofing, compiling edits provided by the team, and managing distribution in the community
• Maintain active and archive files for all program activities

As-requested responsibilities:
• Assist with preparation for health fairs and similar activities
• Provide support for special activities and social events


Minimum Qualifications:
• Proficient in all Adobe and Microsoft Office suite software, particularly Word, Excel, and PowerPoint
• Ability to quickly learn new software and procedures
• Strong interpersonal skills, outgoing, and desire to be public facing
• Highly organized and detail oriented with project and time management skills and established follow-up procedures in place
• Ability to multitask, think independently, and problem solve
• Have received a COVID-19 vaccine

Preferred Qualifications:
• Experience with mail merges
• Familiarity with DocuSign and Survey Monkey
• Accounts payable, accounts receivable, or QuickBooks experience


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Our Community Partners
Staenberg Family Foundation
Land Dynamics
Wolff Shoe Co
Sam and Marilyn Fox Foundation