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Company Name : Beta Theta Pi Fraternity
Location : Oxford, OH 45056
Position : Administrative Assistant
Job Description : Administrative Assistant Position DescriptionBeta’s administrative assistant will further the mission and values of the Fraternity by working with constituents to utilize financial tools and policies to strengthen chapter and house corporation operations.The administrative assistant reports to the chief financial officer and will: 1. Support Executive Director o Maintain AO “Master Calendar” o Coordinate Staff MeetingsMaintain PowerPoint for meetings and updatesCoordinate lunch for All-Staff meeting days o Point of Contact for all board meetings o Plan Board meetingsIncluding working with event vendors to host board meetings. o Record Trustee meetings minutes o Coordinate Travel for Executive Director2. First Impressions: Be the voice and face of Beta Theta Pi, setting the tone for all constituent interactions. o PhonesAnswer In a timely cheerful mannerBe polite and helpfulCheck for overnight messages and distributePhone system training for all staffCheck for fax and general Beta email and answer or distribute o Greet visitors: Assist and direct to the appropriate party. o Responsible for Scheduling and hosting visitor group meetings in JRK & STMCollaborate with Properties on these events, ownership over hosting guests.Coordinate AO all tour events associated with General Fraternity meetings.3. Contact Management: Ensure accuracy of database contact information relying on the system as the reference record. o UpdatesAdd all new info and changes that come by return mail, emails, phone calls, or other partiesAssist Business Operations with day-to-day tasksFold, stuff and mail all checks to payables and file our paperworkScan checks & print checks o DeceasedMark deceased in IMIS as notified, changing statusLook up death in legacy.com for obit or obit registry o ListingDo alumni pull as requestedFraternal 25’s, 50’s, and 75’sIdentify pictures of alumni and enter the page and issue into the database.Any listing for special occasions homecomings and reunionInclude no-solicitation policy o GFO DirectoryUpdate correct changes as officers change and consultants, address, and email info4. Inventory Services: Provide support and execution of inventory-related systems. o Archive receivablesLog in and acknowledge all archive gifts/donations with thank you noteMake bookplate with name, school, and year for book in the libraryReplenish literature in Museum after tour groups o SuppliesOrder supplies (including for events)Takes replacement shingle orders and processKeep kitchen & refrigerator clean and load & unload dishwasher daily5. Mail Room Coordination and Management o Pick up mail at post office box every morning on the way to workOpen, date stamp, and distributeChecks/ open, date stamp, compiles daily cash totals and distribute to both accounting & foundation departments o Delivered mailOpen, date stamp, and distributeChecks / open, date stamp and put in finance drawerDistribute UPS and Fed-x packages to employees when delivered o MailingAt the end of each day, close UPS and print report, match packages, and leave on top of boxes for UPS pick upPoint Person for mailing projects and educating staff.6. General Office Support o Set up mailboxes for new employees and send out new directory with extension and cell numbers, give a sheet of instructions to new employees o Birthday Cards: Purchase and route thru the office and give to the person on their birthday gift card. o Assist with Event Registration as needed o Re-set MyBeta passwords o Assist Business Operations with day-to-day tasksFold, stuff and mail all checks to payables and file our paperworkScan checks & print checksMake files and labels for new employeesQualifications/Requirements1) Bachelor’s degree or equivalent work experience2) Understanding of iMIS database preferred3) Must enjoy providing a high level of customer service4) Must live in Oxford, OH area and work in the office5) Must have excellent verbal and written communication skillsPhysical Requirements 1) Prolonged periods of sitting at a desk and working on a computer2) Must be able to lift up to 25 pounds at timesCompensation Package 1) Medical, dental, and benefits package2) 401(k) retirement plan and employee matching program3) Computer and mobile phone package4) Standard holiday and vacation time package (approximately 22 days/year)5) Salary commensurate with education and work experienceInterested individuals should: 1) Submit a cover letter expressing interest in the position2) Include an updated resume3) Provide two to three referencesMaterials and inquiries should be directed to: Uri Ormsby, Chief Financial OfficerBeta Theta Pi FraternityJob Type: Full-timePay: $20.00 – $24.00 per hourBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programFlexible scheduleHealth insuranceHealth savings accountLife insurancePaid time offProfessional development assistanceSchedule:8 hour shiftCOVID-19 considerations:If vaccinated, no mask is required in the office.Ability to commute/relocate:Oxford, OH 45056: Reliably commute or planning to relocate before starting work (Preferred)Application Question(s):How many years of event planning do you have?Education:High school or equivalent (Preferred)Experience:Customer service: 4 years (Preferred)Work Location: One location
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