Chapter Administrator
Job summary:
The Chapter Administrator is responsible for maintaining daily support operations of the Assistance League of Charlotte (ALC), a member-volunteer led organization. The position will report to the chapter President and will ensure that chapter members have consistent organizational and clerical support to meet its philanthropic goals.
Responsibilities:
Office services
• Answer phone calls, emails, website inquiries and greet visitors and direct them to the relevant member
• Send and collect/distribute mail and facilitate outgoing and incoming package and truck deliveries
• Organize office operations and digital/paper files; oversee record retention policy
• Maintain adequate inventories of office supplies
• Support Operations by tracking and scheduling routine building maintenance
• Support Technology and Operations by serving as point of contact with outside contractors
• Maintain schedule of meeting rooms availability
• Be familiar with operation of office and audio/video equipment and instruct members in their use
Chapter information and communication
• Maintain chapter calendar on ALC website
• Manage Zoom subscription and schedule Zoom meetings
• Assist with preparation of Monday Morning Emails and other Constant Contact communications
• Maintain bulletin boards and organizational charts
• Prepare a Chapter Administrator’s monthly report to the board. Attend board meetings as invited
• Attend ALC monthly Membership Regular Meeting
• Assist with process flow continuity during annual Board and Committee Chair transitions
• Annual update/maintenance of ALC information on Candid (formerly GuideStar)
Leadership support
• Assists President and other board members with documents and presentations as needed with President being priority
• Organize set-up of furniture, equipment and catering (if needed) for Board, Advisory Council and chapter meetings
• Assist Committee Chairs and Treasurers with data gathering and presentation
Technology support
• Assist members with accessing the National Assistance League and ALC websites and annual membership renewal
• Provide “triage” support for basic usage problems for Office 365
• Serve as primary or back-up support for the following systems:
• ALC Website (Word Press)
• Volunteer hours data (Track It Forward)
• Fund Development tracking (Little Green Light)
• SurveyMonkey Apply
• Volunteer sign-up (SignUp Genius)
• Zoom
• Lightning Chapter Hub
• Constant Contact
• Support VP Member & Volunteer Services with database management and integrity, distribution of updated rosters
• Support VP Philanthropic Programs with responding to requests for program data
Other responsibilities
• Serve as a member of the Safety Committee responsible for scheduling and keeping records of inspections, maintaining incident reports, posting safety information on website and at our center, and controlling building access codes
• Maintain current professional and technical knowledge and proficiencies as required or identified
Qualifications:
Minimum
• Working knowledge of Microsoft 365, Word, Excel, PowerPoint and Constant Contact
• Proficiency in use of email and internet
• Working knowledge of office management systems and procedures
Preferred
• 2-5 years prior experience as administrative assistant, office manager or executive assistant
Personal skills:
• Organization and planning
• Time management and ability to prioritize work
• Takes initiative
• Data management
• Attention to detail and accuracy
• Strong written and verbal communication skills
• Willingness to learn
• Friendly, approachable demeanor
Hours and salary:
• 30-hour week: Office hours 9:00 a.m.– 3:00 p.m. with potential to expand to additional hours as requested
• Competitive paid time off and holidays
• Salary: $44,000 annually
