Donor Processing and Administrative Specialist

We are seeking a dedicated and organized Administrative Assistant to support our non-profit organization in its day-to-day operations. The ideal candidate will be responsible for providing administrative support to our staff, programs and processes, managing office tasks, and assisting with special projects as needed. This role requires strong organizational skills, attention to detail, and the ability to work independently and collaboratively in a fast-paced environment. This is a 35-hour per week position.

Responsibilities:

Manage gift pledge and payment processing operations:

• Manage all aspects of gift administration and compliance.
• Supervise the processing of various types of gifts, including pledges, electronic gifts, credit card payments, donor advised fund contributions, individual and corporate gifts, and noncash donations.
• Act as a primary point of contact within the finance department and collaborate with gift officers, development colleagues, and donors to ensure accurate and timely information for pending gifts.
• Conduct thorough due diligence on pledges to ensure proper documentation.
• Identify areas for enhancing data quality and streamlining data entry processes.

Manage revenue receipt and check deposits:

• Maintain document logs.
• Handle deposit preparation and execution.
• Gather donor information for Electronic Funds Transfer (EFT) donations from diverse platforms like PayPal, Stripe, etc.
• Administer account access and passwords for EFT platforms.
• Scan all incoming mail items such as letters, lists, check stubs, and envelopes before fund deposits; relay pertinent data to the Andar consultant.
• Support CRM (Customer Relationship Management) with donor updates.
• Monitor sweep and operating bank accounts to ensure prompt reporting of electronic gifts and direct deposits.

Administrative Support:

• Manage correspondence, including phone calls, emails, and inquiries.
• Coordinate schedules, meetings, and appointments.
• Prepare and distribute documents and reports.
• Maintain filing systems, both electronic and hard copy.

Office Management:

• Procure and manage office supplies and equipment.
• Ensure a clean and organized office environment.
• Assist in planning and executing office events and meetings.

Data Entry and Record Keeping:

• Input and maintain accurate records in databases and spreadsheets.
• Assist in data compilation and analysis for reports.
• Ensure confidentiality and security of sensitive information.

Support for Programs and Projects:

• Assist program managers with administrative tasks.
• Provide logistical support for events and activities.
• Coordinate project timelines and deliverables.

Communication and Collaboration:

• Liaise with internal and external stakeholders.
• Assist in drafting communication materials.
• Attend meetings and record minutes accurately.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• Proven experience as an administrative assistant or in a similar role, preferably in a non-profit environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Experience with Customer Relationship Management applications and software.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Attention to detail and accuracy in data entry and record keeping.
• Ability to work independently and as part of a team, with a positive and proactive attitude.
• Commitment to the mission and values of the non-profit organization.