Administrator - General Office & Membership/ Volunteer Coordinator

Osher Lifelong Learning Institute at Carnegie Mellon University

Pittsburgh, PA, USA


US$17-21 (hourly)


Full time

Jul 12

The Osher Lifelong Learning Institute at Carnegie Mellon University is an independent non-profit organization on the CMU campus that offers its large membership intellectual and cultural experiences in a stimulating environment for older adults (average age of the membership is 73). The Institute provides non-credit, non-degree-granting classes and programs as well as special cultural and social events geared towards retirees and encourages active participation by members in a voluntary capacity.

The Administrator - General Office & Membership /Volunteer Coordinator is a key staff and team member whose role is to help to run the day to day operations of the Osher Lifelong Learning Institute (OLLI) at CMU. The ideal candidate is easy going and able to work as a collegial team member in a small, open layout, fast-paced office.


Reports To: Executive Director

Gives Direction To: N/A

Classification: Non-Exempt


The Administrator – General Office & Membership/Volunteer Coordinator is expected to perform routine clerical duties. Duties include recruitment and training of organization’s volunteers for a variety of tasks, Zoom support for classroom instructors, and completion of diverse processes in membership enrollment and course registration. This is a front-facing position and is expected to be able to communicate with students, instructors, office volunteers, and Board members.


Responsible for day-to-day office tasks including mail, emails, phone calls, and office visits. Responds to questions regarding membership, volunteering, and teaching in a professional and pleasant manner.

Establishes and schedules all courses running on the Osher at CMU Zoom account. Works with and trains study leaders using both Osher at CMU Zoom accounts and their own Zoom accounts to ensure a smooth learning experience for Osher members.

Disseminates course Zoom codes prior to the start of each online course.

Recruits classroom volunteers for in-person and online courses. Provides training and support for volunteers.

Serves as the staff representative to the Membership/Social Committee. Attends regular meetings and acts as primary point of contact for the welcome desk volunteer position.

Manages volunteer database and provides training for its use.

Collects attendance data from in-person and online courses. Generates attendance reports at the close of each term.

Processes new member applications and course cancellations.


Performs all other work as assigned. Is cross trained to perform the duties of other staff members, as needed.


Customer service skills.

Attention to detail and effective organizational skills and time management.

Excellent verbal and written skills, including technical writing and proof-reading.

Technology proficiency with Microsoft Office Suite, Google Suite, and Zoom. Working understanding of databases including Augusoft and Volgistics.

Ability to work as a team member in a small, open layout, fast-paced office.

Knowledge of working with senior population and sensitive to challenges of an aging population.

Ability to work on multiple tasks with interruptions.

Ability to work with minimal supervision.

Ability to maintain confidentiality.

Due to the vulnerability of our primary demographic, all staff members must be vaccinated as a condition of employment.


Bachelor of Arts or Bachelor of Science (Business Administration/Information Technology) or equivalent experience. Work experience would be considered in lieu of a BA or BS.

Hardware/Software: Understanding of both Apple and PC products and software. Software frequently used includes – but is not limited to – Microsoft Windows, macOS, Apple iOS, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access), basic knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign) for editing purposes, Google Suite (Drive, Forms, Sheets, Calendar), Zoom, Box, JotForm, MailChimp, SurveyMonkey, Facebook, and HTML/CSS. Familiarity with Audio-Visual equipment, printers, and copiers. Knowledge of all hardware and software is not a condition of employment.


Work is performed in an office environment and in very close proximity to other staff. Employee shall be exposed to those conditions normally encountered in a business office environment. Physical demands are light, consisting primarily of sitting, standing, and walking. May be required to lift and carry items weighing up to 25 pounds. Employee must be able to see and hear in the normal range with or without correction and communicate verbally and in written from with great facility and must be able to be understood.

COVID VACCINATION STATUS: Due to the vulnerability of our primary demographic, all staff members must be vaccinated as a condition of employment.

The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all the work requirements inherent to the position.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Generous PTO and Benefits are included.

To apply for this position, please email a cover letter indicating preferred contact method and time, resume, and at least three references to Lyn Decker at . Please, no phone calls. Thank you.

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