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16 Apr 2018

Part-Time Administrative Assistant – Remote Position

Rocky Mountain Performance Excellence – Posted by kgnewbury Anywhere

Job Description

Job Posting:
Administrative Assistant (Part-time)

Position Summary:
Rocky Mountain Performance Excellence (RMPEx) is a Baldrige-based nonprofit that cultivates performance
excellence and leadership for organizations in all industry sectors that are located in Colorado, Wyoming,
Montana and Nebraska. RMPEx is hiring a part-time administrative assistant to assist with general office
responsibilities and duties. This position will work remotely and report directly to the Executive Director and
provide support to the Executive Director, other staff members and the Board Chair.

Primary responsibilities include:
• General admin support
• Database entry and management
• Basic accounting/bookkeeping
• Training & event organization
• Website & software support

General Admin Support/Database Management
– Organize and maintain hard copy and electronic files
– Manage and maintain databases
– Prepare and send blast emails
– Prepare materials for board and committee meetings
– Handle routine correspondence
– Plan and schedule meetings or appointments
– Maintain supplies of key documents such as Baldrige Criteria, Brochures, etc.
– Create spreadsheets, presentations, documents and reports
– Purchase equipment and supplies
– Send holiday cards to all board members and key stakeholders

Board/Leadership Team Meetings:
– Attend Leadership Team meetings monthly and take minutes if required (teleconf)
– Attend Board of Directors’ meetings and take minutes (most via teleconference)

– Provide bookkeeping entries (AP/AR) using QuickBooks as directed by the Treasurer
– Invoice customers/applicants for RMPEx services
– Prepare thank you notes to donors at time of donations and year-end IRS letters
Training & Event Responsibilities
Program Examiner Team Lead Support:
– Schedule site visits
– Arrange hotel accommodation for site visits

Rocky Mountain
Performance excellence
– Scheduling conference calls or locations for consensus meetings and Day 2 training
– Assemble final feedback report packages
– Set up Examiner Team information in Scorebook Navigator

General Training Support:
– Coordinate catering/purchase water and soft drinks for cost control
– Update Examiner page on website for dates and locations of training
– Update dates of training for Intro Workshop/High Plains and Application Writing training
– Prepare letters of recognition and appreciation to examiners and judges and their
managers/supervisors upon request
– Prepare and mail certificates of appreciation for examiners and judges
– Prepare letters of appreciation for volunteers

Event Support:
– Annual Quest for Excellence conference (April)
– Communicate with venue, contract for services, arrange catering, etc.
– Create and maintain event registration – communicate with attendees, i.e. offer to register them,
create and send invoices, answer questions and troubleshoot
– Purchase and prepare name tags
– Purchase and wrap volunteer and speaker gifts
– Assist with lodging arrangements for attendees and presenters, if necessary
– Order, proof and receive recipient awards; create certificates for High Plains recipients

Website, Social Media and Software Support
Scorebook Navigator:
– Maintain Scorebook Navigator user records
– Manage the Help Desk
– Maintain tracking and trending
– Enter new criteria in Scorebook Navigator as necessary

Website & Social Media:
– Download Databases for training and events
– Set up, clear, and maintain Internet registrations with
– Serve as back-up website update resource (Executive Director primary resource)
– Update databases with Education and Events Registrations
– Update Facebook and LinkedIn information

Preferred Knowledge, Skills & Abilities:
– Highly organized and ability to work in a fast paced environment
– Working knowledge of Microsoft Office (Word, Excel, and PowerPoint) and GoogleDocs
– Working knowledge of Salesforce and MailChimp a plus
– Knowledge of event registration sites, ie EventBrite, TicketBud
– Professional verbal and written communication skills
– Proficient word processing and data entry skills
– Basic bookkeeping (basic knowledge of QuickBooks for invoicing, etc.)
– Ability to lift 25 pounds
– Flexible schedule (10 – 20 hours/wk) and ability to travel to Denver occasionally

This position is available to be filled immediately. There are no benefits. Please email a cover letter and resume to: and write Admin Position in the subject line.

Job Categories: Administrative Assisting. Job Types: Part-Time. Job Tags: Bookkeeping, database management, Remote, social media, sustainability, and training.

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