Administrative Assistant

Posting Date: 9/6/2017

Location: Rockville, MD

Cluster/Team:  Publications Cluster

Coach:  Director of Serial Publications and Editorial Services

Salary Range (Non-Negotiable):  $44,507–$49,452

FLSA Exemption Status: Non-Exempt


The purpose of this position is to provide administrative support for functions performed in the National Office.



  1. Generate form letters and labels (including mail merge)
  2. Prepare presentations, letters, reports, certificates, and other documents using various types of software (including scanning material)
  3. Copy and fax
  4. Coordinate and assemble mailings
  5. Schedule meetings (set up conference calls, record and transcribe minutes, order lunches, compile/distribute material and agendas, prepare badges, arrange travel for staff and volunteers)
  6. Update/enter information in the association management system and generate reports
  7. Set up filing systems and maintain records
  8. Respond to information and e-mail requests and gather readily available data
  9. Sort and distribute mail
  10. Process invoices and reimbursements using the association's expense processing system
  11. Pack materials for shipment and order supplies
  12. Take meeting notes and update schedules/timelines in project planning software



Knowledge Typically Acquired Through

  • AA or BA degree and 2–4 years of related experience

Scope and Depth of Technical Skills/Knowledge

  • proficient with spreadsheet or data-entry tools for logging information
  • proficient with word processing and presentation software
  • experience maintaining a database
  • proficient with online/cloud-based tracking and information processing tools
  • proficient with online folder/document management

Scope and Depth of Non-Technical Skills/Knowledge

  • experience with basic meeting planning and preparation
  • demonstrated customer service skills
  • demonstrated ability to successfully coordinate a project
  • strong organizational skills
  • demonstrated ability to prioritize work
  • demonstrated ability to record accurate minutes of a meeting
  • demonstrated ability to gather readily available data
  • demonstrated knowledge of general office operation procedures

Find out how to apply. Send a resume and cover letter to

EOE/minorities, women, persons with disabilities, veterans with disabilities and Vietnam veterans are encouraged to apply.

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