POSITION TITLE: Administrative Assistant
REPORTS TO: Development Manager
SALARY RANGE: $17.00 – $19.00 per hour
FLSA STATUS: Full-time (40 hours), Non-Exempt
GENERAL DESCRIPTION:
The Administrative Assistant is responsible for supporting the Development Department and the Finance Department. This position will help with various activities, including gift tracking, special events, and general administrative tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Raiser’s Edge NXT database oversight including, but not limited to:
- Gift entry as provided from finance.
- Gift batch set up.
- New constituent entry.
- Acknowledgment letters set up and mail merge in Word.
- Uploading donor and sponsor gift information from Greater Giving into Raiser’s Edge for events.
- Running reports as needed (board, donor, monthly, year-end, etc.).
- Assistance with collateral and reporting for multi-year giving programs.
- Assist with event volunteers.
- Participation in all special events. Work schedule for event weeks will be adjusted accordingly.
- Assist with third party and cultivation events, including invitations and RSVPs.
- Assist with gift-in-kind outreach and acknowledgement.
- Update and assemble packets for donor meetings and tours.
- Annual audit and update of GuideStar and Charity Navigator profiles.
- Provide tours.
- Provide superior customer service and timely response to all communications.
- Performs general administrative responsibilities including meeting minutes, mailings and other duties as required.
SKILLS AND ABILITIES:
- Proficient in Microsoft Office, specifically Word, PowerPoint, and Excel.
- Experience (2+ years, ideally) working with Raiser’s Edge NXT.
- Attention to detail, organized and easily able to multi-task.
- Able to adhere to deadlines.
- Outstanding written and verbal communication skills.
- Comfortable and successful in a fast past work environment.
- Experience working with Greater Giving is a plus.
QUALIFICATIONS:
- Results-oriented professional with at least two years’ professional experience in a nonprofit environment or related field.
- Minimum 2 years’ experience in an Administrative Assistant role or associate degree preferred.
ORGANIZATIONAL EXPECTATIONS OF ALL EMPLOYEES:
- Adhere to agency Policies and Procedures including dress code
- Perform duties as workload requires
- Maintain a positive and respectful attitude
- Communicate regularly with supervisor about department issues verbally and in written form
- Demonstrate flexible and efficient time management and ability to prioritize workload
- Consistently report to work on time prepared to perform duties of position
- Meet department productivity standards
- Strive for harmony and teamwork within the department and between other departments
- Communicate verbally and non-verbally clearly, concisely and with enthusiasm in one-on-one and group interactions
- General housekeeping – maintaining a clean and efficient work area free of debris and clutter
- Attend meetings, as required.
- Maintain high level of confidentiality with respect to client and constituent identity information and agency financials.
- Conform with and abide by all regulations, policies and work procedures and instructions
PHYSICAL REQUIREMENTS:
- Prolonged periods of sitting or standing at a desk and working on a computer.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
