Part-time Administrative Assistant

Part-time Administrative Assistant
Volunteerism & Community Engagement
HR/Finance

Witte Museum

Founded in 1926, the Witte Museum inspires people to shape the future of Texas through transformative and relevant experiences in nature, science and culture. Located on the banks of the San Antonio River in Brackenridge Park, the Witte is consistently voted San Antonio’s top museum. Here, visitors of all ages journey through Texas Deep Time, uncovering untold stories of the people and forces that shaped Texas across millions of years to the present day.

Job Summary

This is a Part-Time Administrative Assistant which supports the offices of Volunteerism & Community Engagement/HR/Finance with clerical, organizational, and administrative tasks. This role will assist with Witte volunteer schedules, event coordination for volunteers and employees, HR documentation, audits, onboarding processes, while maintaining accuracy, confidentiality, and efficiency. The ideal candidate is energetic, organized, and able to work both independently and collaboratively.

Key Responsibilities

Volunteer Coordination

• Assist in maintaining the volunteer tracking system (Volgistics).
• Coordinate volunteer schedules and assist with daily volunteer management.
• Support the planning and implementation of volunteer events.
• Assist with the development and scheduling of volunteer training sessions.

Human Resources & Administrative Support

• Support employee onboarding and offboarding processes, including maintaining and organizing personnel files.
• Review, organize, and correct I-9 documentation to ensure compliance.
• Pull, scan, and prepare files for HR, 401(k), and finance audits.
• Cross-reference spreadsheets and documentation for accuracy as requested by HR or Finance.
• Maintain filing systems, bulletin boards, and other administrative records.
• Order and distribute employee name tags.
• Update meeting agendas and coordinate monthly Team meetings.
• Assist with general administrative and clerical tasks.

Events & Special Projects

• Assist with volunteer and employee events, holiday decorations, and other special projects as assigned.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong oral and written communication skills.
• Ability to work independently and collaboratively in a team environment.
• Energetic, enthusiastic, and dependable with strong computer skills.

Work Schedule

• HR/Finance responsibilities will primarily be conducted on Thursdays.
• Additional hours will be dedicated to volunteer coordination and events.
• Must be able to work a flexible schedule, including occasional evenings, weekends, and holidays as needed.

Physical Requirements

• Works in a climate-controlled environment as well as periods of outdoor activities and events, sometimes in varying weather conditions
• Must be able to walk, stoop, bend, climb stairs, reach overhead, sit and stand for extended periods
• Occasionally lift heavy objects up to 35 lbs.
• Frequent near vision use for reading and computer
• Must be able to function effectively in a sometimes-stressful environment, dealing with a variety of challenges, strict deadlines and numerous contacts
• Must be able to work in a flexible schedule including evenings, weekends and holidays

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. Management reserves the right to modify, add, or remove duties and responsibilities at any time, with or without notice, based on organizational needs.

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees. Employment decisions are based on qualifications, merit, and organizational needs. We do not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.