Talcott Mountain Science Center & Academy (TMSCA) is a nationally recognized educational institution in service to the mission of “inspiring today's children to invent tomorrow.” At TMSCA, we are committed to igniting curiosity and nurturing a sense of exploration in young learners, and we believe that children are born scientists, makers, and creators. Our faculty and staff provide a learning environment that encourages our students to explore, to reach far, and to do great things. Comprising the Talcott Mountain Science Center (TMSC) and the Talcott Mountain Academy (TMA), an independent day school for gifted K-8 students, TMSCA is situated at the summit of Talcott Mountain in Avon, Connecticut and provides the setting and facilities for traditional as well as experiential learning.
We seek an Administrative Assistant to join TMSC and support the Director of Science & Innovation (DSI) and the Director of Development & Marketing (DDM). The TMSC Administrative Assistant will join a vibrant group involved in programming, education and outreach, and various marketing and institutional advancement activities. This work will include assisting with clerical tasks, facilitating communications, maintaining event and meeting calendars, and arranging travel and other professional engagements. The Administrative Assistant will also oversee the TMSCA reception area, welcoming all visitors and answering phone calls to TMSC and TMA. The individual in this role, reporting directly to both the DSI and the DDM, also serves as a backup and partner to the Administrative Assistant for TMA. While the TMSC Administrative Assistant position is conceived as a part-time one, the possibility of full-time engagement exists.
The following is a fuller description of the duties and responsibilities for the TMSC Administrative Assistant:
- Oversee TMSCA’s reception area and check-in process for all campus visitors.
Handle incoming telephone calls to TMSC and TMA.
- Manage calendars and make travel arrangements for the DSI and DDM and schedule on- and off-campus meetings and other engagements.
- Assist the DSI and others in TMSC program registrations, including online registration platforms, and in managing telephone calls, email, and data.
- Manage procurement of supplies and equipment for TMSC programs and events.
- Create fundraising and prospect reports for institutional development efforts.
- Assist the DDM in planning and production of fundraising campaigns and events.
- Assist the DDM in building and maintaining constituency databases.
- Coordinate with the DDM and other development staff the entry of solicitation and donation information into the fundraising database (Raiser’s Edge).
- Facilitate the full process of donor acknowledgement.
- Assist others in setting up, staffing, and tearing down TMSC events and activities.
- Monitor with the TMA Administrative Assistant all campus-wide security cameras.
- Complete TMSC financial deposit transactions, including travel to banking locations.
- Assist in coordinating and communicating off-campus and out-of-office schedules for the DSI, DDM, and TMSC faculty and staff.
- Attend and assist at various on- and off-campus TMSC events, including those occasionally on nights and weekends.
- Adhere to policies and procedures as stated in the TMSCA Employee Handbook.
- Serve as a positive and professional representative of TMSCA to all constituencies.
- Other duties as assigned by the DSI, DDM, and TMSCA Executive Director.
The TMSC Administrative Assistant will have these qualifications and characteristics:
- Associate’s degree required, Bachelor's degree preferred;
- at least one year directly supporting senior organizational leaders;
- experienced in use of productivity technologies such as Google Workspace or Microsoft Office and remote-meeting systems such as Zoom or Google Meet;
- experienced in managing multiple shared calendars;
- exposure to use of Raiser’s Edge desired;
- prior experience with an educational or youth-facing non-profit preferred;
- refined attention to detail;
- practiced ability in managing multiple, sometimes competing priorities;
- exercised skills in speaking and writing;
- adept in technology use and with ability to employ new technology quickly; and
- possessing a marvelous sense of humor.
Those applying for the position should send a résumé, cover letter, and contact information for three professional references by email with “TMSC Administrative Assistant” as the subject line. The letter should be addressed to TMSCA’s Executive Director, Jeffrey Martin. Application review will begin immediately.
TMSCA is an equal opportunity employer and adheres to the principle of equal employment opportunity (EEO), encouraging applicants from underrepresented groups and welcoming faculty and staff from all backgrounds and perspectives. We do not permit and will not tolerate discrimination in employment opportunities or practices on the basis of race, color, sex, religion, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, marital status, ancestry or citizenship status, genetic information, pregnancy status, or any other characteristic protected by the law. For more information about TMSCA and its programs, visit talcottscience.org.
