Job Title               Donor & Volunteer Engagement Administrative Assistant

Reporting To:      Chief Development Officer

Department:        Donor & Volunteer Engagement

FLSA:                   Exempt

Core Values: Passion Dive in – Create enthusiasm and inspire others.

                     Authentic Be Real – Keep it honest and set the example.

                     Collaboration Live United Work together and mobilize for change.

                     Empowerment Own it – Be courageous and make it happen.

Overall Purpose of this Role: Works with the general supervision of the Chief Development Officer and input from function area leads.  This role functions as an administrative assistant for the Donor & Volunteer Engagement Department, supporting all function areas including Resource Development, Major Gifts, Marketing and Volunteer Resource. Works in coordination with Development and Volunteer Engagement Coordinator.

This role provides administrative support and performs a variety of duties to further the mission of the organization while exercising good initiative, independent and critical thinking skills and sound judgment.  Responsible for the daily operations and execution of tasks within the department.

Key Accountabilities:

Administrative Support

·        Provide administrative support to the Chief Development Officer, Sr. Vice President of Donor & Volunteer Engagement and function area leads in Marketing & Communications and Volunteer Engagement.

·        Maintain and update contact information, calendars, and assist in preparation for appointments.

·        Coordinate reservations, schedule appointments and process paperwork.

·        Respond to telephone, e-mail, and individual inquiries, providing information, redirecting calls, or taking messages using excellent customer service skills.

·        Prepare correspondence, reports, and statistical information from rough drafts, editing grammar, punctuation, and/or spelling as needed.  Responsible for various merge correspondence to volunteers.

·        Create, update, copy, and assemble required reports, materials, or research packets.

·        Prepare PowerPoint presentations, Excel spread sheets, mail merge correspondence, log notes into Andar and update records and lists.

·        Follow internal standard operating procedures to complete interdepartmental tasks, including submitting DMOs, work orders, etc. on behalf of the department.

·        Support in coordinating and scheduling activities in preparation for meeting events.

·        Assist with offsite events held by major accounts as needed.

·        Attend and record minutes for all assigned meetings.

·        Assist in maintaining function area Sharepoint pages.

·        Assist in organizing Loaned Executive and Employee Campaign Manager Trainings.

·        Update Monitoring Reports and send weekly to Corporate Engagement Managers.

·        Accurately manage and maintain Marketing Production Timeline and track all Work Orders for the department.

·        Support donor recognition programs including the inventory of incentives, materials, and awards.

·        Coordinate and execute the donor thank you process on a regular and timely basis.

·        Work with organizational promotional needs including requests for items, speakers, materials, etc.

·        In coordination with Strategic Investment and Community Engagement Department, work with donors to provide Speakers Bureau engagements and Agency Fair opportunities with partner agencies and workplace campaign ECM’s.

·        In coordination with Strategic Investment and Community Engagement Department, assist in organizing Speakers Bureau Training.

·        Assist, as necessary, in supplemental research for meetings, presentations or special projects.

·        Assist in coordinating on-boarding for new function area employees.

 Database Management

·        Ensure proactive monitoring and maintenance of the database system, while maintaining data quality control with data entry.

·        Research, screen, track and monitor donor status in Andar upon request.

·        Support donor research process in Andar and external systems.

Volunteer Committees

·        Coordinate with key volunteers and leadership on producing the agendas, invites and meeting minutes for volunteer committees along with a year-end thank you to volunteers.

·        Provide support for committees, both internal and external.

Events

·        Support coordination of donor engagement programs and special events.

·        Assist in event planning, event execution and production by soliciting quotes and dates from venues; maintaining files, and coordinating details as requested.

Attributes & Behaviors:

·        Mission Focused: Create real social change that leads to better lives and healthier communities.

 

·        Relationship-Oriented: cultivate and manage relationships toward a common goal.

 

·        Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.

 

·        Results-Driven: dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.

 

·        Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network.

 

PHYSICAL DEMANDS:

 

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 25 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer.  Demands also involve protracted concentration.  Reliable transportation is required.  Job involves frequent interactions with internal and external customers, and routinely intense public contact.

 

EDUCATION AND EXPERIENCE:

·        Associate’s degree or equivalent combination of education and experience are required.  Bachelor’s degree preferred.

·        Minimum three years of administrative experience supporting multiple people with strong attention to detail.

·        Prior experience working with volunteers preferred.

·        Work requires good reading, writing and proofreading skills.  Must be able to edit, complete and assemble spreadsheets and reports.

·        Demonstrated proficiency with Windows and Microsoft Office Suite, ability to type a minimum 55 WPM, ability to use common office equipment such as copier and fax.

·        Experience with relational databases helpful.

·        Prior non-profit experience strongly preferred.

·        Must be able to prioritize heavy workload in fast paced environment.

·        Must be personable with excellent verbal and written communications skills, and be able to interact with a variety of individuals/organizations while maintaining confidentiality and professionalism.

 

 

EMPLOYER’S RIGHTS:

 

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification; is not intended to be an all-inclusive list of duties.  You may be required to perform other duties as assigned by your supervisor or management.  You will be evaluated in part based on your performance of the tasks listed in this job description.  Employees moving into this position work on a ninety (90) day introductory basis after assuming these responsibilities.

The employer has the right to revise this job description at any time.  The job description is not a contract for employment and either you or the employer may terminate at any time for any reason.


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