NAAL Part-Time Administrative Assistant Job Description
Posted: March 20, 2006
The administrative assistant fulfills two roles in relation to the work of the Academy: 1) the efficient managing of routine office tasks and 2) assistance in preparations for the annual meeting.
Office tasks
The management of office tasks would include:
- Membership List—maintenance of the official and up-to-date list of members as well as the list of visitors who are potential members.
- Records—maintenance of the permanent records of the Academy and transmittance of pertinent documents to the Academy archives.
- Bookkeeping—maintenance of budgetary records of the Academy and monitoring the income and expenditures of the Academy.
- Website—posting items on the Academy website and keeping materials on the site organized and current.
- Newsletter—assembling and dissemination of the newsletter and/or coordination of major news updates to web three times a year—spring, summer, fall.
- Mailings—handling mailings to the membership, both electronically and by post.
- Academy Committee Meetings—assistance with arrangements for meetings of the Academy Committee.
Annual Meeting
Assistance in preparation for the annual meeting would include:
- Registration—preparation, dissemination and coordination of registration process; and presence at the registration desk at the time of the annual meeting.
- Hotel—management of the hotel contract as negotiated by the Academy Committee and service as liaison to the hotel staff in all aspects pertaining to the annual meeting as well as the Academy Committee meeting that takes place at the hotel site.
- Off-Site Venues—coordination of communication and logistics, including transportation, related to the use of sites away from the hotel for worship and other parts of the meeting.
- Room Set-Up—coordination of the set-up of all rooms used during the meeting to facilitate ease of use, with attention to the visual and acoustic environment and matters of accessibility.
- Hospitality—coordination of matters related to hospitality, especially in relation to new members and visitors.
- Meeting Packets and Program Book—preparation of meeting packets and program book.
- Worship—preparation of worship folders and provision of logistical support to those appointed by the Academy President to plan and carry out worship.
- Donors / Sponsors—maintenance of a list of persons and organizations that have or potentially will make contributions in support of the annual meeting.
Accountability
- The administrative assistant is hired by the Academy Committee, serves under the direct supervision of the President, and works with the elected officers and others who are officially appointed to positions within the Academy.
- The administrative assistant supports the work of the elected officers of the Academy, who have primary responsibility for setting policy, giving leadership to the organization, and planning and conducting the annual meeting.
- The administrative assistant has no executive authority and has no vote on the Academy Committee.
Understandings
In order to fulfill the responsibilities outlined in the job description, the administrative assistant will:
- work 50 days a year for the Academy (400 hours), approximately 12 of those days will be taken up in meeting time (annual meeting, two AC meetings, and one on-site hotel visit)
- work from an already existing and equipped office (certain expenses paid by Academy).
- attend all meetings of the Academy Committee (expenses paid by Academy and hotel).
- attend the annual meeting (expenses paid by Academy).
- meet with hotel staff and local committee at time of on-site Academy Committee meeting and one other time before the annual meeting in coordination with the Academy President (expenses paid by Academy and hotel).