OWLC Administrative Assistant
Guided by the Omega mission and OWLC vision, the OWLC Administrative Assistant works closely with the OWLC Director, OWLC team members, and other key stakeholders to help implement the work of the OWLC. Responsibilities include, but are not limited to, providing administrative support to the OWLC Director and the OWLC team and maintaining the office, archives, and database systems.
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.
- One year administrative office experience with data maintenance responsibilities
- High level of motivation; a great deal of personal initiative and drive
- Commitment to the empowerment and advancement of women and engaging people of all genders in supporting gender equality
- Ability to self-organize, maintain focus, and follow through independently
- Excellent communication skills, both oral and written
- Knowledge of social media outlets
- High level of integrity
- Team player
- Alignment with Omega’s mission, goals, and core values and OWLC vision, purpose, and goals
Preferred Education and Experience:
- Two years administrative office and data management experience
- Bachelor’s degree
- Experience with various data management platforms
- Understanding of intersectionality, power and privilege
- Awareness of trends and development in the holistic education field
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Daily Operations: Support the OWLC Director in all administrative duties, including scheduling, calendar, and timeline management, track departmental budget, draft correspondence, maintain department office logistics, supplies, and storage, liaison with IT and Maintenance, support preparations and follow-up for meetings and events—including occasional light cleaning, craft and deliver monthly interdepartmental updates, and provide administrative support to other OWLC staff members
- Database Maintenance: Create and maintain databases for all resources, including OWLC contact maintenance in collaboration with IT, OWLC programs and faculty, workshop proposals, application data and submission tracking, archive maintenance, budget and travel, mailing lists, relationship histories with individuals and organizations, and other records
- Report Writing Support: Coordinate, organize, and archive survey and evaluations results, feedback, and impact stories. Provide needed data points on request. Assist in creating graphic presentations of data as needed. Assist in proofreading, document creation, formatting, printing and scanning
- Program Support: Provide general administrative support for programs, track registration numbers and releases, support faculty contract process, and order materials. Maintain relevant spreadsheets, serve as contact person for inquiries, collate documents, correspond with faculty and current participants
- Research: Conduct relevant women’s leadership and holistic education research and maintain up to date files. Research feminist media sites for relevant content, including articles and videos for possible social media posts, as requested
- Perform other duties as deemed necessary by supervisor
This position has no supervisory responsibilities.
- This position functions in Omega’s administrative offices on the Omega campus.
- Physical demands: This is largely a sedentary role; however, some filing and moving of supplies is required. This would require 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 they may be expected to lift a box of paper or similar item, which weighs approximately 20 pounds. To support our hosting of events, they will very occasionally be required to move swiftly around the campus to run errands.
- 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 attaching 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 do you imagine this role will offer you professionally and personally?
- How do you know Omega’s work? Have you experienced us on campus or in some other way?
- In what way has your professional life reflected Omega's mission statement?
- In what way has Omega’s core values resonated within your work life and personal life?
- Which core value do you resonate with most fully and why?
- What are your salary requirements? (Feel free to state a range.)
- How did you find out about this position?
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 hardships on Omega, such as providing an application with larger font applicants with impaired vision. Please inform Omega’s People & Culture Department if you need assistance completing any forms or participating in the application process at firstname.lastname@example.org.
Omega Institute is an equal opportunity employer.
We seek diversity within our staff that reflects the diversity of the communities we serve.