Administrative Support Associate - Osher Lifelong Learning Institute
About The Position
To provide clerical, secretarial, and office administrative support to a process or area, ensuring operational administrative process continuity. This role represents the OLLI program with integrity, professionalism, and commitment to serving members and others. Responsibilities include assisting in sourcing curriculum content, supporting catalog production and distribution, and maintaining the ProClass software. The associate will manage the instructor database, coordinate credentialing and payments, and create/publish OLLI announcements, newsletters, flyers, and email blasts. Technology support for classes via Zoom and classroom setup is also a key function, as is creating and maintaining course evaluations and assisting with documentation like release forms. The role involves responding to inquiries about the OLLI program, registration, classes, payments, and membership. Assisting with program announcements, newsletters, and their distribution through the OLLI website and social media is required. Coordination of onsite setup for classrooms, activities, and events, including rearranging furniture, may sometimes require working evenings or weekends. The associate will also represent OLLI at public events and prepare necessary materials.
Requirements
- High school diploma or equivalent.
- Two years of office-related experience.
- Positive customer service attitude
- Attention to detail.
- Computer familiarity and interest in growing skills; MS Office fluency – particularly mail merge, Outlook, Excel, and PowerPoint
- Ability to walk quickly, carry, lift, push, or pull a minimum of 25lbs
- Reliable team player.
- Good communication skills.
- Eagerness to learn, grow, and be intrinsically motivated.
Nice To Haves
- A bachelor's degree is preferred.
Responsibilities
- Represents the OLLI program with integrity, professionalism, and commitment to serving members and others.
- Assist in sourcing curriculum content and support catalog production and distribution for each term.
- ProClass software maintenance, management, and additions as needed.
- Maintains instructor database, coordinates process for credentialing, and supports the process for payment.
- Create and publish OLLI announcements, newsletters, special flyers, and email blasts.
- Support classes/programs with technology interface (i.e., Zoom logistics, including coordination of calendars, links, training, and classroom setup).
- Create and maintain course evaluations.
- Assist with maintaining lists/information for release forms and other documentation.
- Answer, respond, and assist with calls, emails, or tasks related to the OLLI program, registration, class information, payments, and other related membership or program inquiries.
- Assist with the creation of program announcements, newsletters, and support distribution and publishing through the OLLI website and social media.
- Assist and coordinate onsite set-up for classrooms, OLLI activities, and events, including rearranging classroom tables and chairs (must be physically able to move lightweight tables and folding chairs); may sometimes entail working evenings or weekends.
- Represent OLLI at functions, seminars, or other public events; prepare materials and handouts as needed.
- Performs other related duties as assigned.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
