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Administrative Assistant Job Description

Position Title: Reports To: Director Supervisor: Status: Compensation/Benefits: Administrative Assistant Executive Director Executive Director This position is part time; based on 15-20 per week. Compensation is commensurate with experience; this is a non-benefits eligible position

Feel free to review our website to obtain more information about our organization. Please send resume and cover letter to no later than March 31, 2014. No phone calls please.

Summary The Gateway Men's Chorus (GMC) affirms and promotes gay culture and acceptance through excellence in musical performance th and education. GMC is one of St. Louiss oldest arts organizations and in 2014 we celebrate our 27 Season. GMC has become one of the most successful male choral arts organizations both in musical repertoire and longevity. We are a 501(c)(3) non-profit organization governed by a 12-member Board of Directors. GMC has an opening for an Administrative Assistant. The Administrative Assistant will provide administrative and staff support to the general organizational operations. Working under the direct supervision of the Executive Director this position is responsible for a variety of organization, administrative, and financial management tasks. Core Competencies To perform effectively in this position, the individual should demonstrate the following competencies. These core competencies represent effective administration of GMC and its programs fulfilling GMCs mission. Management: Successful candidates will have strong organizational, administrative, and financial management skills. Candidates must be able to maintain effective systems; in particular tracking donors and donations, grants, and other administrative processes. Communication: Strong written and oral communication skills are critical. Computer Proficiency: Must have knowledge and experience with Microsoft Office applications, preferred experience with Quick Books, NEON (or other donor tracking systems), basic website management / updating. InDesign, Photoshop, and Illustrator skills are preferred but not required. Essential Duties and Responsibilities Assist with the completion of filings for the organization Coordination of publication orders, including the processing of checks for payment, and preparing an acknowledgement for orders fulfilled Processing check and credit card requests and file receipts accordingly Processing incoming bills and outgoing checks Provide assistance as needed with research for programs and services Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff. Make sure the office is kept in orderly and clean fashion Maintain inventory for office supplies and computer software Assist with research and cost comparisons for vendors to maintain cost effectiveness and quality, including technology and computer support. Maintain master calendar of meetings and events.
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Gateway Mens Chorus: Administrative Assistant Job Description

General office duties such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, faxing, etc. Booking travel and hotel arrangements as needed. Coordinate materials for meetings and training sessions and other activities of the organization Maintain and update donor database. Assist in preparation of materials for the board of directors Lead person in providing support of mailings or coordinating bulk mailing processes Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics) Assist in the updating of the website Provide administrative support to staff for copying, faxing and large-scale mailings Perform other duties and responsibilities as requested with a sense of humor and team spirit

Education and/or Experience Minimum of one year office administrative support experience; Associates degree required, undergraduate degree preferred. Work Schedule GMCs operation is very cyclical, with a fiscal year of August 1-July 31. We produce three major concerts, typically in December, March and June. Office hours are typically 9:30a-3:30p, Monday-Thursday. Physical Demands While performing the duties of this Job, the Administrative Assistant is regularly required to sit, stand, walk, speak and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions. EEO Gateway Mens Chorus provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.

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