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:
- Communicate effectively on paper and in person
- Work well both independently and collaboratively
- Use or learn necessary computer applications, programs, and systems
- 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.