Coordinator, Foundation

American Welding Society, Inc.; Miami, Northern (FL, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

American Welding Society, Inc. in Miami, FL seeks an Administrative Support Specialist to provide clerical and operational assistance for the AWS Foundation Team.

The role focuses on scholarship processes, mailings, document handling, inventory control, and day-to-day office duties. Responsibilities include coordinating shipments, processing donations, managing donor packets, and supporting events and logistics.

Qualifications

• Excellent English writing, editing and proofreading skills.
• Strong attention to detail and ability to manage concurrent work projects.
• Document management and verification capabilities.
• Basic data entry and database maintenance skills.
• Inventory tracking and logistics coordination experience.

Responsibilities

• Coordinate mailings and shipments, including scholarship checks and donor packets.
• Assist with mailed donations and processing of returned funds.
• Support donor acknowledgments at National, District, and Section levels.
• Process check requests: vendor IDs, mailings, and logging numbers.
• Track communications and maintain the welding school locator database.
• Support inventory and daily operations for the Foundation team.

Skills

English writing

Attention to detail

Multitasking

Customer service

Team collaboration

Education

High School diploma or GED

Tools

MS Windows

MS Office

Outlook

Teams

Zoom

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical MIAMI, Doral, FL, US

4 days ago Requisition ID: 1123

Position Summary

This position provides administrative and clerical support for the AWS Foundation Team, with primary focus on scholarship operations, mailings, document processing, inventory management, and day-to-day operations.

Administrative Support

• Coordinate mailings and shipments, including scholarship checks to schools and grant recipient packets.
• Assist with mailed donations and returned scholarship funds processing.
• Assist with Donor Thank You Packets (National, District, and Section levels).
• Assist with Check Request Process: Adding Vendor IDs, letter/envelope merge, mailing checks, logging check numbers.
• Coordinate Welding Competition packet mailing for District Directors.
• Assist with Trailer prize mailings for Careers In Welding Mobile Exhibit.
• Track news alerts and media mentions (Google Alerts logging).
• Maintain welding school locator and informational database.

Scholarship Operations

• Upload and verify application documents across scholarship programs (transcripts, cost of attendance, reference letters, photos).
• Assist scholarship lifecycle processes and vetting as assigned by Manager, Scholarships.
• Assist with applicant and recipient follow-ups.
• Support alumni and institutional database maintenance.
• Provide support during development of scholarship program announcements.

Operations & Administration

• Support meetings, events, and staff with on-site logistics.
• Maintain inventory and supplies for Foundation department operations and storage room organization.
• Process and sort mail for appropriate team members.

Perform other duties as assigned.

Supervision Exercised

None

Required Knowledge, Skills & Abilities

• Excellent English writing, editing, and proofreading skills.
• Strong attention to detail and ability to manage concurrent work projects.
• Document management and verification skills.
• Basic data entry and database maintenance capabilities.
• Inventory tracking and logistics coordination experience.
• Positive attitude and customer service orientation.
• Ability to resolve administrative problems by analyzing information and identifying solutions.
• Proficient computer skills (PC-based network, MS Windows, Office, Outlook, Teams, Zoom).
• Ability to collaborate with the team using technology (audio/video conferencing, collaborative software).
• Ability to work independently with minimal supervision.
• Ability to work additional in-office days as needed.

Required Education and Experience

• High School diploma or GED.
• 1 year of experience working in an office desirable.

Price of Admission Comps - Customer Success, Uncompromising Integrity, Widespread Respect for People

Communicates Effectively

Sense of Urgency

Special Requirements, Licenses, or Certifications

None.

Working Conditions and Required Physical Abilities

When working on site, this position is located in a quiet to moderately noisy indoor office environment. When working remotely, must utilize a comfortable workspace, free from distractions and loud noises, with a strong internet connection.

Individuals in this type of position must have the use of sensory skills in order to effectively communicate with other employees and the public through use of the telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, use of fingers in order to handle, feel or operate objects and write. Must have the physical capabilities to move about the office and to effectively use and operate various items of office related equipment, such as but not limited to personal computer, calculator, copy machines. Must be able to remain seated at a keyboard or desk for extended periods. Must be able to lift, carry, and/or push/pull articles weighing up to 20 lbs.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the job