Administrative Assistant to the Office for Community Partnerships

Kenyon College is conducting a search for a qualified candidate to fill the position of Administrative Assistant to the Office for Community Partnerships. The Administrative Assistant is an eleven-month, non-exempt staff position with benefits and the hourly rate of pay is $17.96. The Administrative Assistant will oversee the management of financial records, public relations and communications, some event management, staff and event calendar and space management, and purchasing for the office. The Administrative Assistant is responsible for some website and social media management and maintenance, some membership and sponsorship communications, some grant management, and shared day-to-day operations and office routines, in addition to significant verbal, written and oral communications. As with other OCP staff, the Administrative Assistant will understand and administer the OCP’s mission, as well as have an understanding of College policies, procedures and programs related to the administrative unit.

Essential Function of the Administrative Assistant

Basic administration and office management

Effectively manage the incoming and outgoing day-to-day communications of the OCP by phone, through email, and in person. Maintain organization and filing systems, particularly business files. Keep records of OCP events and attendance. Prepare information for Advisory Committee meetings, workshops and faculty learning communities. Take detailed meeting notes and produce official minutes. Process incoming and outgoing mail and deliveries. With the Assistant Director, oversee the work schedule and workload of work-study students.  Also help coordinate volunteer work in the community.

Financial administration

Assist with tracking project expenses and maintaining grant budgets and reports. Work closely with the Director and Assistant Director in the filing of payment requisitions and honoraria paperwork. Complete credit card reconcilements.

Events

With guidance from the Director and Assistant Director, coordinate and perform tasks connected with organizing  OCP events, including:  Helping schedule, coordinate, and host a wide range of events (presentations, class trips, workshops, etc.). Facilitate travel arrangements to various OCP events for faculty, staff, and students. In coordination with staff members, organize travel and lodging arrangements for OCP guest lecturers and artists. In coordination with the staff, coordinate receptions, including catering, décor, and scheduling.  Maintain stock of event supplies, ranging from frequently used food items to napkins.

Public Relations and Publicity

Coordinate and produce the OCP’s public relations and publicity materials in cooperation with the Director, Assistant Director and Kenyon College Communications Office. Publicize OCP events by writing press releases, producing and distributing posters and flyers, contacting and working with faculty, staff, advisory groups and public affairs at Kenyon to notify the public about OCP programs and activities. Keep public relations files with news clippings, past event posters and flyers, and related materials. Assist in managing student employees in projects related to public relations initiatives. Develop and maintain partner email lists for e-announcements and e-invites.

Website and Database

Support the staff members’ work on website maintenance while helping to improve the website and social media outlets. 

Other duties

Support the Director and other staff on grant-writing, management, and reporting. Perform other duties and work on special projects as required.

Supervisory Responsibilities

Some supervision of student workers and volunteers.

Working Conditions

Work is performed in person, in an office environment. Workdays are 9:00-5:00 with occasional evening and weekend hours. The ability to lift boxes or items of 30 pounds or less and move tables, chairs and other items needed for meetings, events and similar functions is required. Driving will be necessary.

Preferred Qualifications

Bachelor’s degree and familiarity with Knox County preferred. Experience with website management and business administration. Computer literate, with knowledge of Word, Excel, Canva, Adobe programs. Experience with databases and mailing lists. Strong organizational and detail skills are necessary. Knowledge of public relations preferred. Enjoys balancing substantial administrative detail and a wide variety of related tasks; communicating effectively with people; taking initiative and working with minimal superv