Organizational Staff Administrator

Position Summary
The Organizational Staff Administrator (OSA) will provide organizational administrative support as directed by senior management. Key organizational areas include financial management, database management, human resources, contract management, and general administration and office management. The OSA is expected to research and compile business-related information and participate in the daily tasks that contribute to the general efficiency of the organization.

General Requirements
Excellent organizational, interpersonal, oral and written communication skills 
Computer literate with a proficient working knowledge of Microsoft Office Suite
Must be able to effectively multi-task, be a self-starter, able to work independently and with a team.
Essential Duties
• Serves as the key contact for overall office management: Meet and greet visitors, answer phones 
promptly and courteously, and ensure office is operating in a professional and productive manner 
and office environment is “camera ready
• Act as the key interface to Senior Management on all administrative processes and procedures.
• Maintain key program and donor databases
• Maintain website updates and update social media platforms
• Review, analyze, adjust and maintain organizational procedures and policies as a means of 
improving practices, work and organizational structure. Establish spreadsheets and utilize databases 
for the maintenance of the above such as contracts, vendor payments,
• Review and maintain organizational documents in compliance with the audit process. Review and 
refine established follow up procedures.
• Review and ensure compliance for financial administration of bank statements, payment vouchers, 
payroll and quarterly management financial reports. 
• Track and maintain employee files for validation of On-boarding and Exiting Procedures, including 
background checks, drug testing, vacations, attendance and performance reviews. Distribute 
organizational information and updates as required.
• Accept, prioritize, and keep track of incoming mail and respond to or forward to appropriate staff.
• Prioritize and keep track of Senior Management correspondences and phone 
communications to facilitate the timely processing and signing of priority items.
• Draft correspondence for senior management: donor acknowledgement letters, thank you
letters, grant proposals, marketing letters, Board of Directors’ documents, memos, etc.
• Maintain up-to-date contact lists, directories, and files.
• Maintain confidentiality of confidential documents and keep senior management apprised of all
issues and concerns that may impact the overall success of the organization
• Perform scheduled quality program assessments and spontaneous internal audits to support and 
reinforce the organization’s goals, mission, and security guidelines.
Minimum Qualifications
• Education: Bachelor’s Degree required.
• Work Experience: Minimum of five (5) years performing executive level administrative support 
functions. Experience working with education in a nonprofit and/or corporate setting