Note: The job is a remote job and is open to candidates in USA. NAMI Illinois is the statewide organization of the National Alliance on Mental Illness, dedicated to supporting individuals and families affected by mental health conditions. The Part-Time Administrative Assistant provides essential administrative support for various programs and trainings, ensuring effective organization and communication for events and participant engagement.
Responsibilities
- Provide general administrative support to the NAMI Illinois programs team, including scheduling, document preparation, file organization, data entry, meeting coordination, routine correspondence, and tracking deadlines
- Prepare and maintain participant lists, forms, training materials, certificates, evaluations, reports, and other program documents
- Enter, update, and verify program, training, participant, and event information in Microsoft Forms, spreadsheets, databases, OneDrive, and other designated systems
- Maintain accurate and organized records for internal tracking, grants, contracts, and program reporting
- Communicate professionally with affiliates, participants, presenters, instructors, partners, volunteers, vendors, and members of the public
- Coordinate registration and administrative support for QPR, Mental Health First Aid, Youth Mental Health First Aid, NAMI State Trainings, webinars, presentations, and other educational offerings
- Create and maintain registration forms, rosters, attendance records, waitlists, training calendars, applications, recommendations, membership verification, and other required participant documentation
- Send confirmations, reminders, schedules, virtual links, location and hotel information, pre-work instructions, materials, evaluations, certificates, and post-training communications
- Research and identify potential hotels, catering options, and training venues for statewide trainings, considering cost, location, accessibility, capacity, and program needs
- Respond to routine participant questions regarding registration, payment, scholarships, training requirements, technology, locations, and schedules, referring complex questions to the appropriate staff member
- Track participant completion of registration requirements, pre-work, attendance, evaluations, and other required documentation
- Upload participants into NAMI 360, Ending the Silence courses, learning management systems, online courses, and virtual meeting platforms, as applicable
- Coordinate with instructors and program staff to ensure they have accurate rosters, schedules, materials, technology information, and participant updates
- Prepare certificates, evaluations, and facilitator materials
- Maintain training records and compile participation information for internal, grant, and contract reporting
- Provide administrative and logistical support before, during, and after virtual, in-person, and hybrid trainings
- Provide administrative and logistical support for the planning and execution of the annual NAMI Illinois State Conference
- Support attendee registration, registration updates, attendee lists, special requests, and routine questions
- Collect and organize presenter and exhibitor information, including biographies, photographs, session descriptions, presentation materials, agreements, and audiovisual needs
- Communicate with attendees, presenters, exhibitors, volunteers, vendors, and partners regarding conference details and deadlines
- Assist with on-site registration, check-in, room preparation, materials distribution, session support, and other conference-day responsibilities
- Organize post-conference attendance and evaluation data and assist with certificates, thank-you messages, evaluation reminders, and record-keeping
- Participate in relevant staff and planning meetings
- Maintain confidentiality when handling participant, volunteer, affiliate, partner, and organizational information
- Help identify opportunities to improve or simplify administrative processes
- Perform other administrative duties consistent with organizational needs and the position’s limited weekly hours
Skills
- High school diploma or equivalent
- Strong organizational and time-management skills, including the ability to manage multiple assignments, maintain accurate records, and meet deadlines
- Demonstrated attention to detail and ability to identify missing, incomplete, or inconsistent information
- Proficiency with Microsoft Office and Microsoft 365 applications, including SharePoint, Outlook, Word, Excel, OneDrive, Teams, PowerPoint, and Microsoft Forms
- Clear and professional written, verbal, and interpersonal communication skills
- Ability to communicate respectfully with individuals from diverse backgrounds and with varying levels of comfort using technology
- Ability to work independently, follow established procedures, ask appropriate questions, and communicate progress or concerns
- Commitment to confidentiality, accessibility, cultural humility, and NAMI Illinois' mission
- Bachelor's degree, administrative certification, or relevant professional experience
- At least two years of administrative, program-support, event-support, customer-service, nonprofit, training, or related experience
- Experience in a nonprofit, behavioral-health, education, training, conference, or community-based environment
- Experience managing event or training registrations, participant databases, online meeting platforms, learning management systems, customer relationship management systems, or similar technology
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