Development Administrative Assistant Jobs in Montclair, NJ

Job Title: Administrative Assistant

Location: Mountainside (MTN)

Department Name: Camps

Req #: 0000261623

Status: Hourly

Shift: Day

Pay Range: $20.46 - $24.55 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

As an Administrative Assistant supporting Community Recreation, you'll help bring adaptive programs, camps, social activities, and special events to life while providing essential administrative support to the department. From coordinating schedules and registrations to communicating with families and supporting program staff, you'll help ensure programs run smoothly and participants feel welcomed, prepared, and supported.

As an Administrative Assistant, a typical day might include the following:

• Provide administrative and secretarial support to the department and department manager.
• Coordinate Advisory Board meetings, including scheduling, agendas, presentation decks, reminders, and meeting preparation.
• Support financial and administrative processes, including invoices, payment requests, purchase requisitions, check requests, vendor setup, and intern stipends.
• Coordinate intern recruitment, hours, and onboarding in collaboration with Human Resources.
• Manage room reservations and Outlook calendars, including program and staffing schedules and schedule changes.
• Coordinate meeting-room preparation with Environmental Services.
• Maintain program binders and support accurate content management.
• Manage program information and attendance through RecDesk, including recurring program setup and session attendance.
• Coordinate registration emails, family communications, mailings, program updates, cancellations, and other participant communications.
• Support marketing efforts by updating flyers, sharing new program information, coordinating with Marketing, and supporting tabling events and camp promotion.
• Assist staff with planning and implementing recreation programs and special events.
• Maintain departmental equipment and supplies, monitor inventory, and place orders as needed.
• Communicate effectively with participants, families, volunteers, therapists, nursing staff, and other team members.
• Orient and supervise assigned volunteers and community groups according to hospital policy.
• Assist with evaluating participant functioning and identifying appropriate activities and adaptations.

This role might be for you if:

• You enjoy combining organization and administrative skills with meaningful work that directly supports children and youth with disabilities.
• You understand childhood development, physical and developmental disabilities, and Autism Spectrum Disorders.
• You have experience working with children with special needs and supporting programs or teams.
• You're a highly organized individual who is comfortable juggling schedules, registrations, communications, financial tasks, and program logistics.
• You bring initiative, enthusiasm, tact, and sound judgment to your work.
• You enjoy collaborating with families, healthcare professionals, volunteers, and community partners.
• You have an interest in sports or adapted sports and enjoy helping create inclusive activities.
• You're comfortable using technology and finding effective ways to improve processes.
• Schedule: Day shift, Monday through Friday 8:00am-4:30pm, 1-2 evening shifts per week (12p-8:30p, 11a-7:30p), 1 Saturday per quarter (8a-1p)

To be considered for this opportunity, you must have a High School Diploma or equivalent. A Bachelor’s degree in a related field is preferred. An American Heart Association (AHA) BLS Provider Certification is required, along with a valid Driver’s License. Previous experience working with children with special needs and previous administrative experience supporting projects and teams is preferred.