Administrative Assistant, Office of Development
Guided by the Omega mission, the Development Administrative Assistant works closely with the Development Director and Development Associate Director to implement the work of Omega’s rapidly growing development program. This position plays a key role in supporting all activities of the Development Office with a high level of administrative responsibility as well as the ability to function with minimal oversight to complete numerous daily or otherwise recurring projects.
Since 1977, Omega has served as a gathering place for great thinkers, creative talent, spiritual teachers, and social visionaries. From nurturing early dialogues on the integration of modern medicine and natural healing to designing programs that connect science, spirituality, and creativity, Omega has grown into one of the largest and most trusted centers for lifelong learning today. As a nonprofit organization, Omega is committed to an integrated approach to personal growth and social change.
Located on 250 acres in the beautiful Hudson Valley, Omega welcomes more than 500 teachers and 23,000 people annually to its workshops, conferences, and retreats in Rhinebeck, New York and at adjunct locations. We are expanding access to online learning opportunities to serve a growing global community of 2 million unique visitors per year at eOmega.org.
Core Staff benefits include health, dental, vision, life insurance, 403B plan, holidays, vacation, sick, and personal days. In addition, core staff enjoy use of campus property (lake/beach, tennis & basketball courts, the hiking trails and the sanctuary), can attend all optional classes that are offered to program participants as well as select over 1,500 specially designed classes that are offered only to the staff community. Core staff receive a complimentary catalog workshop as well as discounts on other catalog workshops, discounts in the Café, Omega Store, and Wellness Center. When campus is open, we are happy to extend complimentary lunch in the dining hall to staff when they are at work.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Omega complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable New York State or local laws. Consistent with those requirements, Omega will reasonably accommodate qualified individuals with a disability if such accommodation would allow the individual to satisfactorily perform the essential functions of the job, unless doing so would create an undue hardship.
- Minimum three years of experience in an office setting, working in an administrative or related capacity
- An associate’s degree is required; in unique situations, equivalent work experience may suffice
- Excellent project and process management skills, including planning, coordinating, and organization
- Superior critical thinking and problem-solving skills as well as interpersonal and communication skills
- Excellent attention to detail
- Highly responsive, timely, accurate, and thorough in follow-through
- Ability to adapt to changing priorities and balance competing assignments
- Desire to work in a team atmosphere
- Proficiency in Word and Excel
- Ability to work extended hours as required
- Valid driver’s license and vehicle
- Awareness of and interest in trends and development in the holistic education field
- Alignment with Omega’s mission, goals, and core values
Preferred Education and Experience
- Bachelor’s degree
Experience in a development or fundraising setting is a plus
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- supporting the Development Department, specifically the Development Director and Development Associate Director, in all administrative duties, including calendar and timeline management, and special projects
- managing all aspects of the acknowledgements program, including and beginning with discerning which donors require special handling through the acknowledgements program as well as printing, mailing receipts and letters daily and revising or creating new letters as needed and tracking the status of letters through the approval process
- providing general administrative support for the Development team that includes, but is not limited to, preparing correspondence and prospect profiles, managing use of the department’s conference room, scheduling meetings, making travel arrangements, mailings, copying, faxing, and filing
- scheduling and preparing Development staff for internal and external meetings which includes meeting set up and breakdown, and making arrangements for meals, travel logistics where required, as well as briefing materials
- processing gifts into the database(s) as they are received daily
- processing biographic updates and other database projects as needed
- supporting the in-season Donors on Campus program which includes determining which donors to engage with, ensuring that their accommodations are in good order upon their arrival, and representing the Development Department to donors as appropriate
- driving off-site to get supplies and meals for meetings
- other administrative tasks as required
This position has no supervisory responsibilities.
- This position functions in Omega’s administrative offices on the Omega campus.
- Physical demands: An ability to greet and escort guests around campus, and meet with colleagues around the campus in their various locations which are outside the Development Department office building. Also required is the ability to lift files, open filing cabinets, and bend or stand, as necessary. Office workers aren't expected to perform heavy lifting regularly, but this job does carry the expectation of lifting and transporting office supplies between building, such as boxes of paper or similar item, which weighs approximately 20 pounds.
- This is a full-time position.
The typical days and hours of work are Monday through Friday, 9 a.m. to 5 p.m. This schedule may vary when special needs and projects arise.
After carefully reviewing the requirements above, qualified individuals are invited to apply by sending a resume and well-crafted cover letter that serves as an introduction that outlines your qualifications for this role, and includes answers to the following questions:
- Why are you applying for this role?
- What can you offer Omega?
- What are your salary requirements? (Feel free to state a range.)
- How did you find out about this position?
Applications should be sent to: firstname.lastname@example.org. In order to expedite the internal sorting and reviewing process, please type Administrative Assistant followed by your name (Last, First), as the only contents in the subject line of your e-mail. No phone calls, please.
Applicants with disabilities may be entitled to reasonable accommodations to assist in completing this application to the extent required by applicable law. A reasonable accommodation is a change in the way things are normally done that will ensure an equal employment opportunity without imposing undue hardship on Omega, such as providing an application with larger font for applicants with impaired vision.
Please inform Omega’s People & Culture Administrator at email@example.com if you need assistance completing the application process.
Omega Institute is an equal opportunity employer.
We seek diversity within our staff that reflects the diversity of the communities we serve.