Administrative Assistant

Job Title

Administrative Assistant  

Reports To:
Academy Team Lead

Job Overview:

The Administrative Assistant will work with all of the Chazak Academy Leadership Team, but ultimately answers to the Academy Team Lead. They do not have a vote on the LT, but they will join all LT meetings and have a voice. They may do tasks for Managers, Instructors, and Trainers in Academy, but these tasks will be assigned by Team Leaders if workload allows, and the Administrative Assistant only answers to Team Leaders.  

Main Tasks and Responsibilities

Scheduling

• Year schedules and calendars, training segments, training events, third party trainers, training facilities lodging and logistics

• Communicate with instructors and staff to create schedules

• Have all the right people in the right place at the right time with the right materials

Meetings & Communication

• Attend all leadership meetings, all full staff meetings, and other meetings as requested

• Take notes at meetings

• Create action items from meetings – what, who, when

• Follow up on to-dos and decisions made in meetings and ensure follow through

• Communicate key decisions and information up and down the chain of command, this includes withing Academy, across other Chazak departments, Chazak leadership, and cadets & Guardians

• Routine communications with cadet’s churches and families

• Answer routine questions and respond to routine messages addressed to LT

Develop & Maintain Systems (In collaboration with the Leadership Team)

• Onboarding for new staff

• Checklists for planning and scheduling training segment, third parties, etc.

• Cadet Manual updates

• Library list and checkouts

• Invoice and receipt tracking

Miscellaneous Administrative Tasks

• Create miscellaneous documents

• Specific tacks for Team Leaders

• Specific tasks for other Academy staff as workload allows  

*This is not an all-inclusive list, but gives a solid overview of expectations.

Qualifications

• Team player – Hungry, Humble, Smart  

• Strong commitment to the values and culture of Chazak Academy

• Commitment to communicating well within the team

• Ability to think big picture and plan projects strategically

• Self-motivated  

• Experience desired over credentials  

• Full-time preferred, Chazak must be primary occupational priority

• Sense of humor  

Compensation:  We cannot offer this as an immediate paid position. There is currently no budget for this postion. We are continuing our search with the understanding that a potential hire would either need to:
-Wait to start until funding is available,
-Raise their own support,
-Or work as a volunteer until funding is available.

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We are open to making a hire with the understanding of a delayed start date.

Layoffs: As a non-profit organization, our financial stability is primarily dependent on grants, donations, and external funding sources. In the event of a significant reduction in available funding, it may become necessary to reevaluate staffing levels and make operational adjustments, including workforce reductions. Any workforce reductions or layoffs will be executed in compliance with applicable federal and Pennsylvania state labor laws, including but not limited to the Worker Adjustment and Retraining Notification (WARN) Act. We remain committed to providing support and transparent communication throughout any transitions.

Termination: Either party may terminate this agreement with one month's written notice. The employer may terminate immediately for cause.

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