The Administrative Assistant provides comprehensive administrative and operational support to the Center for Small Town Jewish Life, helping ensure the effective day to day operation of the Center and its programs.  Reporting to the Operations Manager, the Administrative Assistant supports scheduling, travel, purchasing and financial transactions, events and programs, records management, and general office administration.

The position works collaboratively with Center staff and colleagues across the College and regularly communicates with external partners, vendors, program participants, and community members.  The Administrative Assistant exercises sound judgment, maintains confidentiality, manages multiple priorities and deadlines, and provides responsive administrative support in a dynamic and highly collaborative environment.

The hiring range for this position is $20 - $21 per hour.

Essential Functions

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

Administrative and Office Support

• Provide day to day administrative support for Center leadership and staff, including calendar management, meeting scheduling, correspondence, document preparation, and coordination of administrative activities.

• Coordinate travel arrangements, itineraries, accommodations, and related logistics for Center staff and guests.

• Maintain organized electronic and physical files, records, contact information, and other administrative resources in accordance with established Center and College practices.

• Coordinate office and program supply purchasing and maintain appropriate supplies and materials.

• Submit and track Facilities Services work orders and coordinate other routine office and facility needs.

• Respond to routine inquiries and direct questions or requests to the appropriate Center staff member.

Financial and Purchasing Support

• Process invoices, reimbursements, purchasing transactions, and other routine financial documentation in accordance with College procedures.

• Review transactional documentation for completeness and accuracy and follow up with Center staff, vendors, or College offices when additional information is needed.

• Coordinate supplier and vendor setup and routine communications in collaboration with the Operations Manager and appropriate College offices.

• Maintain organized documentation related to purchases, invoices, reimbursements, and other Center transactions.

• Assist Center staff with appropriate procedures for routine purchasing and expense related activities.

• Support the Operations Manager with routine financial recordkeeping, reconciliation preparation, and other administrative financial activities as assigned.

Event and Program Coordination

• Provide administrative and logistical support for Center programs and events, including the Maine Conference for Jewish Life, Fall Shabbaton, guest speakers, meetings, and other Center initiatives.  

• Coordinate event logistics such as scheduling, registration, room reservations, catering, materials, supplies, communications, and participation information.

• Maintain event registration records, attendance information, evaluations, and related documentation.

• Coordinate with Center staff, campus partners, vendors, and external participants to support successful event execution.

• Provide on-site administrative and logistical support for programs and events as needed.

Systems, Records, and Operational Support

• Utilize College systems and technology to support Center administrative and operational activities.

• Enter, maintain, and retrieve information from databases, shared files, spreadsheets, and other systems used by the Center.

• Assist with maintaining accurate Center records and documentation in accordance with established records management practices.

• Learn and utilize new technology and administrative systems as Center and College needs evolve.

• Identify routine administrative inefficiencies and recommend opportunities to improve workflows and office processes to the Operations Manager.

Collaboration and Center Support

• Develop and maintain effective working relationships with College departments and offices to facilitate scheduling, purchasing, events, facilities requests, and other Center activities.

• Communicate professionally and responsively with faculty, staff, students, community members, vendors, program participants, and external partners.

• Provide administrative support to Center staff during periods of increased activity or changing operational needs.

• Contribute to a collaborative, responsive, and service oriented Center environment.

Position Qualifications 

Minimum Education and Experience

• High school diploma or equivalent required; additional professional coursework, certificate programs, or post-secondary education preferred.

• Three or more years of administrative, office, program, or related professional support experience.

• Experience coordinating multiple administrative activities, projects, or events.

• Experience using office technology, databases, spreadsheets, and electronic recordkeeping systems.

Knowledge, Skills and Abilities

• Strong organizational and time management skills with excellent attention to detail and accuracy.

• Effective written, verbal, interpersonal, and customer service skills.

• Ability to manage multiple priorities, work independently, exercise sound judgment, and adapt to changing needs.

• Ability to handle confidential and sensitive information with professionalism and discretion.

• Proficiency with Microsoft Office, Google Workspace, and other administrative systems, with basic financial skills and the ability to learn new technologies.