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Office Assistant

Posted: Mar 25, 2019
The Heartland Institute’s Office Assistant is responsible for clerical/administrative tasks, inventory tracking of all publications including order fulfillment, mail merges, data entry, phone coverage, and other tasks as assigned.
To apply: Please send your resume and related materials to LReed@heartland.org
  • The Position

    The Heartland Institute’s Office Assistant is responsible for clerical/administrative tasks, inventory tracking of all publications including order fulfillment, mail merges, data entry, phone coverage, and other tasks as assigned.

    The Heartland Institute’s Office Assistant reports to the Vice President of Administration but provides administrative support for all staff.

  • Background

    The Heartland Institute is a 33-year-old national nonprofit research and education organization headquartered in Arlington Heights, Illinois. It has a full-time staff of 39 (W2 and independent contractors), an annual budget of approximately $6 million, and a nationwide donor base.

    Heartland is a libertarian “think tank” whose mission is to discover, develop, and promote free-market solutions to social and economic problems. Specifically, it hopes to encourage more elected officials to embrace the following free-market ideas:

    • Dramatically reduce to cost of protecting the environment by replacing environmental regulations with free-market alternatives and by ensuring that what regulations remain are based on sound science and economics.
    • Reduce taxes, government spending, and government borrowing at the national, state, and local levels.
    • Urge states to innovate with policies that promote consumer-driven health care rather than simply accepting Obamacare.
    • Transform elementary and secondary education in America by breaking the public school monopoly over public funding, empowering parents to choose the schools their children attend and making schools compete for students.
    • Amend the U.S. Constitution to reinstate the limits on the national government’s power to tax, spend, regulate, and borrow that the Founders believed they put in place in 1787.

    Heartland is the only free-market think tank that...

    • targets the nation’s 7,300 state elected officials, sending them a publication on average once every week,
    • focuses on effectively marketing the work of other free-market groups (not only its own research),
  • Objectives

    Key Inventory Responsibilities

    • Coordinate with department staff the storage or shipping of all medium-to-large material shipments coming into or going out of the office (this may require dropping off packages to FedEx or UPS);
    • Closely monitor levels of inventory materials in-house and off site (i.e., at Heartland’s mailing house, Suburban Mailing);
    • Perform inventory checks of all stock and supplies by working with staff to ensure inventory documentation is updated on a weekly basis
    • Work with staff to ensure inventory database is accurately updated on a weekly basis;
    • Move existing inventory in preparation for incoming materials if necessary:
    • Notify Creative Director of low inventory quantities, and, when necessary, communicate with mailing house (Suburban Mailing) to request additional materials for in-house inventory;
    • Keep inventory storage areas well organized and clean;
    • Count and re-enter returned materials into inventory.
    • Must be able to work evenings and weekends when required.
    • Must be able to lift up to 50 pounds.

    Key Office Responsibilities

    • Answers and screens all incoming telephone calls when the Receptionist is at lunch, in a meeting, or out of the office. Responds to customer inquiries for information.
    • Event registration.
    • Responsible for many ad hoc mailings and/or database projects.
    • Other duties as assigned.
  • Required Skills
    • Experience tracking inventory and performing other office tasks.
    • Significant experience with and fluency in Windows operating system, word processing software (Word Perfect for Windows and/or MS Word), database programs (Salesforce and/or MS Access), and spreadsheets (Excel).
    • Ability to operate standard office equipment, personal computer, telephone, fax & copier.
    • Eagerness to learn and ability to be trained quickly.
    • Attention to detail and “rule-following” skills with respect to data entry.
    • Excellent written and oral communication skills.
    • Interest in public policy issues a plus.
  • Salary & Benefits

    Salary. Commensurate with experience, payable biweekly. Performance reviews are conducted semi-annually; salary reviews are conducted annually.

    Hours and location of work. The Office Assistant position is a full-time position requiring 40 hours per week. Office hours are 8:30 am to 4:30 pm. Office is in suburban Arlington Heights, Illinois.

    Benefits. Health insurance currently provided by Aetna available to full-time employees. The employer pays 60 percent of premiums and offers a choice of two plans, a low-deductible plan and a high-deductible plan with health savings accounts (HSAs). Employees who choose high-deductible plans also receive annual cash deposits into their HSAs of $2,000 for individuals and $4,000 for families.

    Employer pays for life and disability insurance and fees for a 401(k) plan. Employer does not match employee contributions to 401(k) plans at this time.

    During the first year of employment, full-time employees earn 10 paid days off after their 90-day probationary period. During years 2 and 3, employees earn 12 paid days off each year. During years 4, 5 and 6 employees earn 15 paid days off. During years 7, 8 and 9 employees earn 17 paid days off. During year 10 and above employees earn 20 paid days off each year.


General Careers Information 

Join a full-time staff of 35 dedicated men and women discovering, developing, and promoting free-market solutions to social and economic problems!

Please read our Reply to Critics for the truth about our funding, tactics, and positions on controversial issues.

This position requires adherence to The Heartland Institute's Quality Standards for Heartland Publications.

We actively recruit graduates of colleges and universities that receive a grade of “A” from the American Council of Trustees and Alumni (ACTA).

Questions 

For questions about applying for this opening, please contact LReed@heartland.org 

2018 By the Numbers

See what sets Heartland apart:
82% of state elected officials read Heartland publications
78%
of state elected officials read one or more Heartland newspapers "sometimes" or "always."
45% of elected officials say Heartland led to a change in policy
45%
of state elected officials say a Heartland publication influenced their opinions or led to a change in public policy.
3.2 Million
the number of times Heartland's six podcasts were downloaded in 2018
184 issues
of weekly e-newsletters sent to subscribers across the country
158 events
that Heartland hosted, attended, or spoke at, reaching over 34,000 guests in 2018.
100,000 fans
on Facebook posting and reposting over 1 million times a week