Administrative Assistant Position Description

Revision: June 30, 2025
Position: Administrative Assistant
Reporting Relationship: Executive Director
Classification: Part-time (20 hours per week)
Working Hours: 9:00 AM to 5:00 PM, Monday through Friday (flexible depending on programming needs)
Primary Location: Davis Campus, 494 Riverstone Rd, Davis, WV, 26260
Salary Range: $15-$20 per hour, depending on experience

Organization Summary: The National Youth Science Academy provides a variety of no-cost programming opportunities for students, teachers, and families. Our mission is to inspire a love of lifelong learning, with a particular emphasis on STEAM fields. 

Position Summary: The Administrative Assistant will be responsible for a variety of administrative and other tasks, providing support where needed. This is a part-time position with some opportunity for both a flexible schedule and to work virtually from home. An ideal candidate will share a passion for mission-driven non-profit work.

Minimum Qualifications:

  • Associate’s degree in a business-related major (administration/management, accounting/bookkeeping, marketing, executive office assistant, etc.) from a regionally accredited college or university; bachelor’s degree preferred
  • At least one year of experience working in an office setting (internships are acceptable)
  • Strong analytical and problem-solving skills
  • Ability to:
    1. Communicate effectively on paper and in person
    2. Work well both independently and collaboratively
    3. Use or learn necessary computer applications, programs, and systems
    4. Responds well to direction and constructive criticism
  • Proficiency with Microsoft Office, Google Suite (Workspace), Dropbox, Airtable, Canva, Social Media, etc.
  • An ideal candidate will be able to stay organized, pay attention to details, and work in a self-directed manner

Essential Duties and Responsibilities (training will be provided by NYSAcademy):

  • Assist the Executive Director with routine administrative tasks such as:
    • Sending donor acknowledgement letters
    • Drafting newsletter/website/social media copy
    • Other duties as requested/assigned
  • Assist in maintaining the Executive Director’s calendar and scheduling meetings with program partners
  • Give tours of the Center upon request
  • Check the mail (in the mailbox and the PO Box) and ensure that all correspondence makes it to the correct party, either directly or via a scanned copy sent digitally
  • Monitor office@nysacademy.org email address for additional bills and invoices and ensure that relevant emails are forwarded to the correct person
  • Answer the phones (both cellular and landline); answer questions from callers and/or direct them to the appropriate person within the organization
  • Assist program directors with ordering and organizing supplies 
  • Assist in planning travel for staff, trustees, and program participants
  • Coordinate and maintain records for staff, trustees, and program participants
  • Support other staff members in assigned project-based work

Supervision and Performance Evaluation:

  • Supervised by the Executive Director or other Director-level employees
  • There will be a 3-month probationary period with a performance evaluation administered by the Executive Director; recommendation to terminate or continue employment will be made at that time
  • There will be an annual performance evaluation upon continuing employment

To apply, submit a resume and cover letter outlining qualifications and interest in the position to ryan.haupt@nysacademy.org.