Furman
Administrative Assistant, Osher Lifelong Learning Institute
Furman, Greenville, South Carolina, United States, 29601
Administrative Assistant, Osher Lifelong Learning Institute
The Osher Lifelong Learning Institute (OLLI) at Furman University provides courses, social opportunities, travel, and other enrichment programs for senior adults in the Greenville area. The small staff is supported by a large group of volunteers. OLLI@Furman is one of the largest programs of its kind in the US. The Department Assistant is responsible for providing general administrative support to all operations and staff members of OLLI and reports to the Director of OLLI. Work includes but is not limited to: keeping the OLLI office and Herring Center running smoothly; working with a large population of retired people; managing volunteers; working with an online registration system; updating lists and Excel sheets; receiving visitors and callers; ordering office supplies; creating documents and correspondence; and hiring and managing student workers. Key Responsibilities: Keep OLLI front desk staffed with office volunteers. Work with Program Coordinator for Enrichment to identify new volunteers and plan appreciation events. Train new volunteers and provide additional training and information to returning volunteers. Develop volunteer schedule to cover busy times. Hire, train, and manage student workers. Coordinate with Student Employment office to identify appropriate student workers in accordance with Furman policy; complete all required paperwork; manage their setup as OLLI employees. Train student office workers in administrative work, including nametags, registration and payment process, parking stickers, telephone etiquette, coffee bar protocols, etc. Identify areas for improvement and counsel appropriately. Assist in presenting a full calendar of Friday Bonus Events for each of 4 OLLI terms. Coordinate with volunteer leader of Bonus Event committee and Program Coordinator for Instruction to develop event calendar. Reserve space for events. Edit event descriptions as needed and enter in Noodle registration software. Assist Director in overseeing operations of the Herring Center for Continuing Education. Represent the Herring Center at monthly campus events meetings. Maintain building schedule for OLLI classes and events. Act as liaison with Conference and Event Services in renting space to outside groups. Schedule space for Furman groups using the Herring Center. Manage maintenance work orders. Monitor custodial work, sharing any concerns with custodial manager. Manage Parking Pass Distribution Process. Coordinate with Furman University Police to order and process OLLI parking stickers. Develop process to gather required information from members. Supervise student workers entering member information into parking system. Create document outlining OLLI member parking options on campus. Address member parking questions and concerns. Develop distribution system for Furman Wi-Fi passwords to OLLI instructors. Coordinate with IT department to receive passwords and turn in completed forms. Plan for distribution of passwords to instructors during term kickoffs. Assist in production of Straight Talk Summer Lecture Series. Develop and manage ticket sales process. Maintain list of ticket purchasers and special guests. Maintain inventory of office supplies, considering budget and anticipating needs. Ensure general OLLI member satisfaction. Oversee coffee bar operations, utilizing student workers and volunteers. Respond appropriately to member questions and concerns. Send cards as appropriate to members who are sick, grieving, or experiencing other important events. Become certified to drive van and assist with OLLI travel events when needed. Complete performance review process with supervisor to understand job performance expectations and how they fit into department and university goals. Perform other duties as assigned by the Director of OLLI in support of the goals and objectives of the Department. Relationships: Works with OLLI staff, senior adults who are members of the OLLI program, other departments on campus (Riley Institute, IT, Conference and Event Services, Facilities, University Police), OLLI volunteers, Furman faculty and staff, general public. Responsibility for Final Decisions: Responsible for own work. Direct supervision of 3-4 student employees. May assist or instruct others, including student workers, volunteers, and other staff. Utilizes own judgment for making decisions. Reports to: Director of the Osher Lifelong Learning Institute Education and Skill Requirements: High school graduate with 3-5 years related experience required. Some college or technical school preferred. College graduate a plus. Strong organizational and communications skills. Proficiency with Microsoft Office. Experience in, or ability to learn, registration software. Must be flexible and able to work through frequent interruptions. Experience in a nonprofit setting, managing volunteers, and/or working with senior adults a plus. Work Conditions: Work is performed under usual office conditions. Occasional evening or weekend work may be required for OLLI events or travel. Application Requirements: Candidates applying for this role are asked to submit both a cover letter and resume for full consideration.
The Osher Lifelong Learning Institute (OLLI) at Furman University provides courses, social opportunities, travel, and other enrichment programs for senior adults in the Greenville area. The small staff is supported by a large group of volunteers. OLLI@Furman is one of the largest programs of its kind in the US. The Department Assistant is responsible for providing general administrative support to all operations and staff members of OLLI and reports to the Director of OLLI. Work includes but is not limited to: keeping the OLLI office and Herring Center running smoothly; working with a large population of retired people; managing volunteers; working with an online registration system; updating lists and Excel sheets; receiving visitors and callers; ordering office supplies; creating documents and correspondence; and hiring and managing student workers. Key Responsibilities: Keep OLLI front desk staffed with office volunteers. Work with Program Coordinator for Enrichment to identify new volunteers and plan appreciation events. Train new volunteers and provide additional training and information to returning volunteers. Develop volunteer schedule to cover busy times. Hire, train, and manage student workers. Coordinate with Student Employment office to identify appropriate student workers in accordance with Furman policy; complete all required paperwork; manage their setup as OLLI employees. Train student office workers in administrative work, including nametags, registration and payment process, parking stickers, telephone etiquette, coffee bar protocols, etc. Identify areas for improvement and counsel appropriately. Assist in presenting a full calendar of Friday Bonus Events for each of 4 OLLI terms. Coordinate with volunteer leader of Bonus Event committee and Program Coordinator for Instruction to develop event calendar. Reserve space for events. Edit event descriptions as needed and enter in Noodle registration software. Assist Director in overseeing operations of the Herring Center for Continuing Education. Represent the Herring Center at monthly campus events meetings. Maintain building schedule for OLLI classes and events. Act as liaison with Conference and Event Services in renting space to outside groups. Schedule space for Furman groups using the Herring Center. Manage maintenance work orders. Monitor custodial work, sharing any concerns with custodial manager. Manage Parking Pass Distribution Process. Coordinate with Furman University Police to order and process OLLI parking stickers. Develop process to gather required information from members. Supervise student workers entering member information into parking system. Create document outlining OLLI member parking options on campus. Address member parking questions and concerns. Develop distribution system for Furman Wi-Fi passwords to OLLI instructors. Coordinate with IT department to receive passwords and turn in completed forms. Plan for distribution of passwords to instructors during term kickoffs. Assist in production of Straight Talk Summer Lecture Series. Develop and manage ticket sales process. Maintain list of ticket purchasers and special guests. Maintain inventory of office supplies, considering budget and anticipating needs. Ensure general OLLI member satisfaction. Oversee coffee bar operations, utilizing student workers and volunteers. Respond appropriately to member questions and concerns. Send cards as appropriate to members who are sick, grieving, or experiencing other important events. Become certified to drive van and assist with OLLI travel events when needed. Complete performance review process with supervisor to understand job performance expectations and how they fit into department and university goals. Perform other duties as assigned by the Director of OLLI in support of the goals and objectives of the Department. Relationships: Works with OLLI staff, senior adults who are members of the OLLI program, other departments on campus (Riley Institute, IT, Conference and Event Services, Facilities, University Police), OLLI volunteers, Furman faculty and staff, general public. Responsibility for Final Decisions: Responsible for own work. Direct supervision of 3-4 student employees. May assist or instruct others, including student workers, volunteers, and other staff. Utilizes own judgment for making decisions. Reports to: Director of the Osher Lifelong Learning Institute Education and Skill Requirements: High school graduate with 3-5 years related experience required. Some college or technical school preferred. College graduate a plus. Strong organizational and communications skills. Proficiency with Microsoft Office. Experience in, or ability to learn, registration software. Must be flexible and able to work through frequent interruptions. Experience in a nonprofit setting, managing volunteers, and/or working with senior adults a plus. Work Conditions: Work is performed under usual office conditions. Occasional evening or weekend work may be required for OLLI events or travel. Application Requirements: Candidates applying for this role are asked to submit both a cover letter and resume for full consideration.