Administrative Assistant

Job Details: Job Location: Downtown

• Kalamazoo, MI, Position Type: Part Time, Salary Range: $19.40 - $19.40Hourly, Administrative Assistant Part-Time: 20 hours per week; 52 weeks per year Pay: $19.40 per hour Target Start Date: November 9, 2026 Must apply at www.ciskalamazoo.org/careers by October 16, 2026.

Position Summary

The Administrative Assistant (AA) provides effective administrative and organizational support to the CEO and CIS leadership in a complex nonprofit organization. This role strengthens organizational productivity, continuity, and capacity by developing and maintaining effective systems for information management, communication, and Board governance support.

The AA represents leadership in routine requests, resolves basic issues, and serves as a key point of contact for staff, Board members, and external partners. Core Competencies & Responsibilities Team Contribution Supports Board governance functions, including meeting scheduling, agendas, materials, room setup, food arrangements, and meeting summaries.

Coordinates specialized administrative support with staff across functions such as finance/administration (AP/AR), development/marketing, events, reporting, and mailings. Assists with new employee onboarding by setting up system credentials and distributing electronics. Management: Self Manages multiple tasks and priorities efficiently while maintaining a steady and productive work pace.

Works independently and sustains organizational routines in leadership’s absence. Takes initiative, exercises sound judgment, and seeks clarification or direction when appropriate. Demonstrates integrity, reliability, adaptability, and professionalism under changing demands. Communication Manages routine communication and problem-solving on behalf of the CEO and CIS leadership.

Prepares correspondence, reports, and documents using Microsoft Office or similar tools. Answers and routes phone calls, greets visitors and provides accurate information. Summarizes and communicates key information from meetings, calls, reports, and documents with accuracy and discretion. Collaboration Coordinates logistics and communication with internal and external partners for meetings, projects, and events.

Works closely with CIS leadership to support efficiency and organizational priorities. Participates in cross-team efforts to meet organizational needs. Continuous Learning Builds and maintains strong knowledge of organizational policies, procedures, and work culture. Identifies and recommends improvements to systems, communication, and information management.

Stays current with technology and tools to enhance administrative effectiveness. Productivity & Systems Management Develops, manages, and maintains organized systems for records, governance documents, reports, and student-related information. Oversees contracting workflow (site coordinator services and afterschool enrichment providers), including RFP coordination and internal reviews.

Maintains centralized electronic and paper filing systems. Updates and manages office policies, procedures, and administrative documentation in alignment with records retention policy. Tracks, troubleshoots, and coordinates solutions as primary liaison for office technology and equipment needs. Manages purchasing and inventory of office supplies and equipment.

Advocacy: Students and Families Maintains confidentiality and accuracy in handling student and family information. Demonstrates a commitment to equity and reducing barriers to student success. Service Orientation & Integrity Provides responsive, high-quality customer service to internal and external stakeholders. Responds promptly, professionally, and effectively to requests and inquiries.

Working Environment & Physical Demands Office-based role in a well-lit, temperature-controlled environment; may involve noise and close proximity to others. Primarily sedentary, with extended periods of sitting (6–8 hours/day) and occasional standing or walking. Occasional lifting or carrying of office supplies or equipment up to 20 lbs.

Requires sufficient vision and hearing for computer work, phone calls, and meetings. Requires sustained focus for extended computer-based tasks (3–4 hours). Requires local travel and a valid driver’s license.

Qualifications

Requirements

Several years of progressively responsible administrative experience. Experience in nonprofit, social service, or education settings preferred. Skills: Proficiency in Microsoft Office Suite; knowledge of Microsoft Access preferred. Strong mathematical skills and ability to prepare reports, charts, and graphs. Excellent written, verbal, and interpersonal communication skills.

Strong organizational, problem-solving, and decision-making abilities. Basic computer software and hardware troubleshooting skills preferred. Other: Valid driver’s license, flexible hours, ability to pass background and driving checks.