Administrative Assistant Job Announcement

THE APPLICATION DEADLINE HAS PASSED.

The position of Administrative Assistant is an annual part-time contract position with the potential to be renewed annually. The work is administrative, done out of the home office of the incumbent. Approved office expenses are paid for by MHTP. The MHTP Administrative Assistant is supervised by, the MHTP Executive Director, remotely (the Executive Director and the Administrative Assistant do not need to reside in the same geographic area). Compensation is currently $15.00 per hour. Initially the job will be approximately 6 hours per week, with the possibility of additional hours at a later time. Please review the attached Job Description for details about the position duties.

MHTP is an equal opportunity employer. MHTP prohibits discrimination in all of its programs and activities on the basis of gender, race, color, national origin, age, disability, or sexual orientation.

REQUIREMENTS FOR APPLICATION

The following materials are to be submitted electronically (see below under Application Process):

  1. Your current resume. Include details of administrative work and training, experience and knowledge with MHTP.
  2. Your written responses explaining how you have gained the Knowledge, Skills, and Abilities (KSAs) listed below. Address each of the five KSAs individually and thoroughly, assuring that the experience is reflected in the education and/or experience sections of your resume. 
  3. Names and contact information for three references who are familiar with your work.

APPLICATION PROCESS

Applications must be received by February 27, 2017.  

Please send all materials listed above electronically to the MHTP President of the Board, Carol Spears, at caroljspears@cs.com.

Any supplemental application materials, such as evaluations from prior working experiences, if not available in electronic format, may be postal mailed to Carol at: 1305 Ballesteros Drive, The Villages, FL 32162.

You will be rated based on your qualifications for this position as shown by the education, experience, and training you relate on your resume and the responses to the Knowledge, Skills, and Abilities. Paid and unpaid experience will be considered. Please be specific and detailed in your responses to the KSAs.

Knowledge, Skills, and Abilities (KSAs) Required for Incumbent

Knowledgeable about MHTP policies, procedures, and history, ability to keep up to date on changes as issued by the MHTP Board of Directors and ED. Ability to completely support the MHTP mission and policies.

Ability to work collaboratively with the ED, Board, Program Administrator, Advisor Administrator, and others in a professional manner, with flexibility as needed.

Ability to complete, in a timely manner, all administrative tasks as described in this Job Description, and as assigned by the Supervisor.

Extensive knowledge and skill using all types of electronic communication and programs, e.g. Word, Exel, social media platforms such as Facebook and Twitter, etc.

Demonstrated skill in writing and oral communication and organizational skills.

Download the job announcement for Administrative Assistant as a document.

Administrative Assistant Job Description

The Music For Healing and Transition Program, Inc. (MHTP) is a not-for-profit 501(c)(3) international educational organization which trains and certifies musicians to provide live therapeutic music, for the purpose of creating healing environments for the ill and/or dying, and all who may benefit.  MHTP philosophy recognizes music as a therapeutic enhancement to the healing process and the life/death transition.  Graduates of MHTP are Certified Music Practitioners® (CMP®).  MHTP collaborates with healthcare facilities and community organizations to educate about, and promote research in, the effectiveness of therapeutic music.

MHTP is a founding and active member of The National Standards Board for Therapeutic Musicians (NSBTM), which has created professional standards for Therapeutic Musicians.

The position of Administrative Assistant is an annual part-time contract position with the potential to be renewed annually. Compensation is currently $15.00 per hour. The work is administrative, done out of the home office of the incumbent. Approved office expenses are paid for by MHTP.

MAJOR DUTIES

A.  Administrative Operational Support

  • Works with Executive Director (ED), other staff and Board of Directors (Board) to maintain and update the MHTP website information, Standard Operating Procedures, Program Handbook, other policy and administrative documents and data base.
  • Organizes administrative and student files and records as necessary and stores specific files for required number of years as appropriate. Keeps track of changes and updates made in all documents to assure consistency and most up-to-date information is available.
  • Prepares MHTP marketing and educational materials and supplies as needed for conferences and other outreach activities. Coordinates shipping of those supplies when necessary to MHTP personnel staffing any conference site activities.
  • Orders, tracks, stores, and provides MHTP logo and other sales products to Area Coordinators and other sales venues.
  • Works with Program Assistant to complete the administrative portion of preparation of forms for placement of ads in publications or online as directed. Organizes and monitors schedules and tracks the schedules for ad placements and renewals.
  • Composes and prints routine correspondence approved through the ED, uses MHTP templates for specific types of correspondence, mails out correspondence and other items.

B.  Administrative Educational Program Support

  • Responds to all phone, mail and electronic request for information about MHTP’s training program. Refers inquiries to other staff when necessary. Mails out information to prospective students as appropriate.
  • Provides administrative functions to the Program Administrator (PA) for all registrar functions, e.g. mailing out the Welcome Packet electronically or postal mail if necessary, customize the welcome letter, and student tuition summary, mail application papers and printed student tuition summary to the Advisor Administrator, mail application fee check to the Financial Administrator for deposit.
  • Provides all administrative functions as graduate administrator: receives and keeps track of the 20-hour forms, assembles and sends out graduation packets, updating them as directed, orders MHTP pins and nametags and mails them to graduates, informs ED and other staff of graduates’ names and graduation dates for database, website, and newsletter updates.

C.   Collaborates with other MHTP Staff and the public

  • Works with the ED, Board, Program Administrator, Advisor Administrator and any other staff when necessary.
  • Works with prospective students, MHTP graduates, medical staff, other therapeutic music program personnel, advertising staff, etc.

FACTORS

Knowledge, Skills, and Abilities (KSAs) Required for Incumbent:

  1. Knowledgeable about MHTP policies, procedures, and history, ability to keep up to date on changes as issued by the MHTP Board of Directors and ED. Ability to completely support the MHTP mission and policies.
  2. Ability to work collaboratively with the ED, Board, Program Administrator, Advisor Administrator, and others in a professional manner, with flexibility as needed.
  3. Ability to complete, in a timely manner, all administrative tasks as described in this Job Description, and as assigned by the Supervisor.
  4. Extensive knowledge and skill using all types of electronic communication and programs, e.g. Word, Excel, social media platforms such as Facebook and Twitter, etc.
  5. Demonstrated skill in writing and oral communication and organizational skills.

Supervision

  • The MHTP Administrative Assistant is supervised by the MHTP Executive Director.
  • Second-line supervision is provided by the MHTP Board of Directors.

Guidelines

  • Written guidelines include the MHTP Standard Operating Procedures, MHTP Board policies and directives, MHTP Handbook.
  • Additional guidelines and directives may be distributed via emails, phone conversations, and direct communication from the Supervisor.

Download the job description for Administrative Assistant as a document.

Applications must be received by February 27, 2017.  

Please send all materials listed above electronically to the MHTP President of the Board, Carol Spears, at caroljspears@cs.com.

Any supplemental application materials, such as evaluations from prior working experiences, if not available in electronic format, may be postal mailed to Carol at: 1305 Ballesteros Drive, The Villages, FL 32162.

You will be rated based on your qualifications for this position as shown by the education, experience, and training you relate on your resume and the responses to the Knowledge, Skills, and Abilities. Paid and unpaid experience will be considered. Please be specific and detailed in your responses to the KSAs.