Administrative Specialist Job Description
 

Be part of the Walter Reed Society’s traditions and goals by providing for the needs of the most deserving of our military personnel and their families.

The Administrative Specialist is vital to the ability of the Walter Reed Society (WRS) http://www.walterreedsociety.org/who_we_area/mission_statement.aspx  and the Walter Reed Foundation (WRF) http://www.walterreedsociety.org/the_walter_reed_foundation.aspx to support Active Duty service members, veterans, the Wounded, Ill and Injured (WII) and family members, and to fund projects for the advancement of medical education, treatment, and research that benefit Department of Defense beneficiaries. 

The Administrative Specialist will interact with WRS/WRF Board members and a wide range of individuals in maintaining databases, files, policy and procedure books, correspondence, and financial statements.  The incumbent will respond to many forms of communication, including social media, and will assist in managing the sale of WRS commemorative items. 

• The Administrative Specialist job is a flexible part time position as designated
• The Administrative Specialist must be able to access military installations
• The expanded utilization and manifestation of the WRS/WRF on Social Media are a priority. 
• Compensation: $20.00 per hour

• The WRS/WRF Office is located at the Walter Reed National Military Medical Center (WRNMMC) Bethesda, MD  
  

Job Responsibilities

Membership:

• Maintain and update database of 650+ individuals
  • (alphabetically and/or per expiration date)
• Update membership list as applications are received
• Inform the VP for Membership of new and renewing members several days before Board Meeting
• Prepare membership data for the Annual Meeting 
• Provide individuals expressing an interest in joining the WRS with the electronic link or hard copy of the WRS membership application form
• Send membership cards with new expiration dates
• Remove names from list upon death of member, or by request
• Update Board Directory as needed
• Send notice of expiration of membership status and actively monitor when the annual dues are required and send reminders that the annual dues are due
  

Donors:

• Maintain annual master donor’s list (chronological order).
•  Update donor list as contributions are received
• Respond promptly to donor communications via letter correspondence or email as specified by the President
• Verify that all donors are acknowledged and thanked
• Pass timely information on large donations to the VP for Communications so he/she can draft appreciation correspondence for the President’s signature  
• Notify family survivors of memorial gifts and thank donors
• Support the VP for Development as appropriate
  

Communications:

• Monitor email/voicemail daily from the WRS/WRF Office or remotely
•  Check mail in postal operations and faxes (at least) twice per week
• Respond to all telephone calls, emails, faxes and mail in a timely manner
• Coordinate with the Treasurer to record receipt of contributions as required
• Support the VP for Communications as appropriate
  
• Contact and coordinate with Verizon for internet/phone issues

Commemoratives Items Sales:

• Maintain an inventory of commemorative items in order to insure a sufficient stock  
  • Items and amount should be coordinated with applicable Board Members
• Support sales from office, web site, and at designated offsite areas
• Set up table in designated areas for purpose of displaying commemorative items/and conducting periodic fundraisers.
• Mail packages to online customers
• Support with cleaning, maintaining and updating the WRS’s display cases at WRNMMC
• Coordinate with volunteers for assistance during fundraising events
• Attend WRS Annual Meeting and Holiday Gathering in order to sell commemorative items
• Prepare marketing material
• Support the VP for Communications in providing information for posting sale item information to the WRS Web site

Financial Management:

• Support the VP for Finance and the WRS Treasurer with their responsibilities as needed
• Monitor PayPal account to capture donations, membership of new members and renewals, and sales of commemorative items

Meetings:

• Attend Board Meetings (usually every two months) at the American Legion Post 41 in Silver Spring, MD
• Participate in periodic Board telephonic conferences.
• Remind Board Members of scheduled meetings via email.
• Attend Annual Meeting (May) and Holiday Gathering (December)
  • Prepare/Mail Invitations and name badges for attendees.
  • Update VIP invitation list.
• Create fliers/programs for WRS/WRF sponsored events
• Assist with the coordination and set up of the Annual Meeting (May) and Holiday Gathering (December)
• Coordinate Installation access for attendees to the Annual Meeting and Holiday Gathering and other WRS/WRF events who do not possess such access (ID Card)
  • Insure fliers and advertisements for such events provide notification of ID Card requirements for Installation access
    

Coordinate printing needs for:

• Newsletters
• Brochures
• Membership Cards
• Renewal cards
• Business Cards for Board Members  
• Prepare labels for newsletters
  • Insure labels include all current members and current/past years’ donors

Social Media:

• The expanded utilization and manifestation of the WRS/WRF on Social Media are a priority.
• Assist the VP for Communications in the realization of this goal

General Administrative Duties:

• Purchase/order office supplies/postage stamps
• Maintain office files
• Maintain policy and procedure book
• Prepare spreadsheets as needed  
• Perform a complete inventory annually

Additional Duties:

• As required and assigned