Administrative Assistant, Education Department
The Administrative Assistant provides full administrative support to the Education Director in the planning, development, coordination, implementation, monitoring, evaluation, and improvement of the Foundation’s educational programs.
The Administrative Assistant supports administrative tasks and assists the on and off-site programs of the Education Department to include the planning, preparation, coordination, and implementation of the National History Day in Pennsylvania program; and management of the Foundation’s Researcher for Hire program, the Education Department’s budget, summer camp, and intern program.
Responsibilities and Duties: Responsibilities include the following:
- Answers Education Department incoming phone calls and email inquiries.
- Serves as backup for incoming Foundation phone calls.
- Prepares, reviews, and edits Education Department correspondence for content, grammar, spelling, and punctuation.
- Assists in the preparation and processing of grant requests.
- Prepares travel arrangements within budget guidelines.
- Assists in setting up appointments for the Education Director.
- Helps maintain the Education Director’s calendar.
- Prepares educational mailings and keep records of mailings sent.
- Performs other duties as required.
National History Day in Pennsylvania:
- Assists and coordinates arrangements for National History Day in Pennsylvania regional and state competitions.
- Performs monthly Education Department budget reconciliations.
- Maintains receipts for the Education Director’s credit card purchases and assists with the monthly charge account reconciliation.
- Prepares expense reports.
- Prepares purchase requisitions and receipt reports for supplies and performs research for equipment for the Education Department.
- Coordinates execution of the Veterans Oral History Project.
- Schedules oral history interviews.
- Manages release forms and related paperwork.
- Provides copies of interviews to veterans.
- Compiles interviews and paperwork for proffering to USAHEC.
Researcher for Hire:
- Receives and processes Researcher for Hire requests.
- Coordinates with researchers for the completion of research requests.
- Manages all communication between Researcher for Hire clients, Researchers, and the Foundation.
- Makes arrangements for interviews with the interns.
- Attends intern interviews and contributes to evaluations.
- Assists in the oversight of and communication with Education Department Interns.
Organization Relationships: The Administrative Assistant reports to the Education Director.
- Must be able to pass:
- Pennsylvania State Police Request for Criminal Records Check
- Department of Public Welfare Child Abuse History Clearance
- Federal Criminal History Record Information (CHRI).
- Must be able to walk, stand, stoop, bend, reach, and crouch; occasional prolonged walking and standing; occasional lifting of 25 lbs. or more.
- Limited exposure to physical risk.
- Must be able to work occasional evenings and weekends.
- Must be able to travel overnight infrequently.
Knowledge & Skills: The Administrative Assistant is required:
- To have a high school diploma and five years of administrative experience. Some college desired.
- Ability to use office automation equipment to include digital camera, office copier, fax machine, scanners, and computers.
- Ability to use and develop Excel spreadsheet applications, word documents, and graphic presentations. Familiarity with Microsoft Office products required.
- Ability to prepare, review, and edit written correspondence.
Salary: Commensurate with qualifications and experience. Position is part-time, non-exempt.
Application: Email cover letter, résumé, and names and contact information for three current professional references to firstname.lastname@example.org, Résumé review will begin immediately and continue until the position is filled. Only candidates selected for interviews will be contacted.
Researcher For Hire
The Army Heritage Center Foundation, a 501(c)(3) non-profit organization supporting the U.S. Army Heritage and Education Center, is currently seeking several Researchers-for-Hire to conduct onsite research at the U.S. Army Heritage and Education Center (USAHEC). This research supports unofficial, off-site patrons.
Researchers-for-Hire serve as independent contractors and are not employees of the Foundation or the U.S. Army Heritage and Education Center. Individuals are contracted on a per-project basis and these positions are not permanent. However, based on performance and interest, the Foundation may contract for additional projects.
The Researcher-for-Hire must possess the skills to work with primary and secondary sources, archival materials, research catalogs, and collection inventories. The Researchers must be highly organized with the ability to synthesize information and produce results. They should also be able to manage multiple projects, meet deadlines, and deliver high quality, professional work products with minimal supervision.
- Evaluate the holdings at the U.S. Army Heritage and Education Center
- Advise the Foundation and the Foundation’s client of the ability of USAHEC’s collection to support the research request
- Conduct research using USAHEC holdings based on specific patron requests
- Provide a work product that meets the Foundation’s clients’ requirements in a timely manner
- Stay organized, follow guidance, and produce consistent work product
- Meet all project deadlines
- Maintain availability throughout project duration
- Completion of a graduate history degree, experience working with archives and historical collections, or convincing equivalent experience
- Ability to research, analyze and synthesize a wide variety of documents and information
- Must have a high degree of attention to detail and ability to master information quickly
- Open availability during project time period to complete the project by established deadline
- Able to execute projects from start to finish
- Highly responsible and self-motivated; requiring minimal supervision
Education and Experience
- Master’s degree or higher from accredited institution with a major in History, with a graduate degree in Military History preferred
- Minimum of 3+ years of historical research and writing experience with archival experience preferred
Send cover letter, resume, and names and phone numbers/email addresses of three references to:
Amanda Neal, Office Manager
Army Heritage Center Foundation
Carlisle, PA 17013
The Army Heritage Center Foundation is an equal opportunity employer.