[SEMCO] Job @ CCMNH

[Terry Bremer]

please post

Cape Cod Museum of Natural History

Job Description

Administrative Assistant

Overview:  The Administrative Assistant supports the Administrator/Program
Coordinator on a variety of tasks and projects, with responsibilities in
several key areas, including membership/development, programs, and
administrative/clerical.  She/He works with the Administrator/Program
Coordinator, the two Office Assistants, the Director of Volunteers, and
volunteers on a variety of tasks detailed below.

Skills/Aptitudes Required:

* Excellent interpersonal skills
* Pleasant telephone manner
* Strong computer skills, including experience working with Microsoft Word,
Excel, Access, and/or an aptitude for learning new software
* Secretarial/clerical skills
* Flexibility and a capacity to juggle multiple tasks

Schedule:  30 hours a week.	Tuesday through Friday, 10-4; and Saturday or
Sunday, 9:45-4:15.  The Administrative Assistant is expected to work a
Saturday or Sunday on two weekends a month (to be arranged with the
Administrator).  On the other two weeks of the month when the AA is off on
Saturday and Sunday, he or she will work on Monday.

Description of duties:

1. Membership/Development Office - Must acquire complete understanding of
entire membership & donations process:
* Train and supervise M/D volunteers
* Maintain membership, donations, grants records
* Prepare and send membership renewal notices, thank you letters, membership
cards, etc.
* Notify appropriate people about donations (Administrator, Board Chairman,
others as
  appropriate).
* Assist with preparation/implementation of annual appeal and other funding
requests
* Supervise mailings of letters, brochures, newsletters, etc.
* Produce reports for use in membership recruitment efforts and development
initiatives.

2. Programs -Requires keeping fully informed about all programs, exhibits,
special events, fundraisers, etc.
* Provide support for Administrator and Board Chairman in arranging details
of programming and maintaining the Museum's calendar so as to avoid
conflicts.

3. Financial
* Count daily shop and admissions receipts and reconcile with Z-tape; post
amounts,
  number of visitors in several categories on report form.  Send to (or
arrange pick-
  up by) off-site bookkeeper - Fratus Business Services (FBS).

4. Office Management
* Keep administrative offices neat.
* Monitor office supply needs, ordering as needed.
* Maintain supply closet in an orderly condition.

5. Administrative/Clerical (as back-up when regulars are not available)
As needed (normally done by Office Assistants):
*Answer phone- requires that the individual keep fully informed about all
programs, exhibits, special events, etc.
* Retrieve and answer or refer messages.
* Open, distribute mail; send mail at end of day.
* Process checks and credit card payments received through the mail for
memberships, donations, programs, etc.
* Handle general correspondence as directed by Administrator.
* Respond to walk-ins with a variety of questions or needs:  natural history
questions  (refer to appropriate resource), signing up for membership or
program, etc.
* Handle "Special Visits" (formerly known as room rentals):  Respond to
calls, check calendar, review appropriateness and fees with Administrator,
send forms, etc.

6. Equipment
* Acquire working knowledge of office equipment, including fax, postage
meter,
  photocopiers, Riso, printers, computers, credit card machines, cash
registers,
  microphones, etc.

7. Other Duties
* Assist the Administrator/Program Coordinator and Trustees as directed.

Reports to:  Administrator/Program Coordinator
Staff Contact:  Terry Bremer, Administrator/Program Coordinator, (508)
896-3867, Ext. 113.


Terry Bremer
Administrator/Program Coordinator
Cape Cod Museum of Natural History
869 Main St.
Brewster MA 02631
Phone (508) 896-3867, Ext 113
Fax (508) 896-8844