Administrative Assistant
Job Details
Entry
WHRO - Norfolk, VA
Full Time
High School
Up to 25%
Day
Admin - Clerical
Description

Job Summary:

The Administrative Assistant position is responsible for the daily administrative support needs of the Education Services and Digital Learning departments, including providing hospitality, agendas, and minutes for meetings and events for groups such as Superintendents, School Board Members, Chief Technology Officers, Digital System Learning Administrators, and Instructional Technology Specialists.

 

This position also assists with educational activities and events including student competitions, teacher workshops, technology camps, and multi-technology related projects involving K-12 teachers and students, higher education faculty, other WHRO staff, volunteers, and vendors. The Education Administrative Assistant also creates content for print and web distribution and assists with database updates.

 

Duties/Responsibilities:

  • Meetings
  • Secure meeting space and arrange for technology support.
  • Assist with agenda preparation.
  • Take notes and prepare meeting minutes.
  • Print meeting materials and prepare meeting packets.
  • Purchase and setup breakfast items (coffee, juice, bagels, etc.).
  • Purchase and setup lunch items (box lunches, sodas, etc.).
  • Purchase and maintain inventory of hospitality supplies.
  • Track hospitality expenses.
  • Clean up after meetings.

 

  • The Spelling Bee
  • Serve as assistant producer.
  • Enlist and coordinate volunteers.
  • Coordinate hospitality for participants and staff.
  • Design, order, and distribute T-shirts for participants and staff.
  • Prepare gift bags for participants.
  • Purchase needed hospitality and other program supplies.

 

  • The Great Computer Challenge
  • Assist with event planning.
  • Contact teachers to arrange for pickup and delivery of trophies.
  • Pickup and deliver trophies.
  • Help with loading and unloading materials for the competitions.
  • Print documents and prepare packets.
  • Help with registration and other areas as needed on competition days.
  • Prepare summary of event evaluations.

 

  • Other Duties
  • Assist with annual report data collection.
  • Write education-related articles for members magazine and website.
  • Work with HR to publish independent contractor positions on WHRO’s employment website.
  • Collect independent contractor applications and required work samples.
  • Set up independent contractor interview appointments and manage follow-up communication.
  • Create, distribute, collect, and manage the hired independent contractor paperwork (i.e. offer contracts, signed contracts, W-9, NDA, Direct Deposit ACH, media usage, etc.).
  • Provide support for trainings and workshops (i.e. create handbook copies, nametags, manage food orders, etc.).
  • Provide support for professional development webinars (monitor chat, etc.).
  • Maintain mailing lists and databases.
  • Assist with basic web site maintenance.
  • Distribute information electronically.
  • Answer routine email and phone questions.
  • Support the Virginia Children’s Festival.
  • Support the PBS Kids Writers Contest.
  • Participate in the Staff Events Committee.
  • Other duties as assigned.
Qualifications

Required Skills/Abilities:

  • Excellent organizational and oral and written communication skills.
  • Attention to accuracy and detail.
  • A positive attitude as a team-player and independent worker.
  • Initiative as a self-starter who can handle multiple tasks and deadlines.
  • Superior customer relations skills.
  • Ability to work a flexible schedule when necessary.
  • Proficiency in Microsoft Office Suite.

 

Education:

  • High school diploma or equivalent.
  • Some college preferred.

 

Experience:

  • 2-3 years of administrative experience.
  • Experience in event planning or hospitality preferred.

 

Physical Activities

  • Remaining in a stationary position, often standing or sitting for prolonged periods.
  • Moving about to accomplish tasks or moving from one worksite to another.
  • Adjusting or moving objects up to 50 pounds in all directions.
  • Communicating with others to exchange information.
  • Repeating motions that may include the wrists, hands and/or fingers.
  • Operating “large” motor vehicles or heavy equipment.
  • Assessing the accuracy, neatness and thoroughness of the work assigned.
     

Environmental Conditions

  • Low temperatures.
  • High temperatures.
  • Outdoor elements such as precipitation and wind.
  • Noisy environments.
  • Hazardous conditions.
  • Small and/or enclosed spaces.
     

Physical Demands

  • Sedentary work that primarily involves sitting/standing.
  • Light to medium work that includes moving objects up to 50 pounds.

 

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