Office Administrator/Development Coordinator

Office Administrator/Development Coordinator

The Office Administrator/Development Coordinator provides high level, efficient and accurate administrative support to the Executive Director, Director of Development and the Director of Marketing and Public Relations. This individual will oversee general office operations including mail processing. He/she is also responsible for a variety of development functions including: cultivating individual and corporate relationships, tracking and reporting donor information and providing assistance for designated chapter events. This individual will also assist with the creation of collateral (flyers, invitations) and social media postings as well as a volunteer recruitment/retention program.

Responsibilities:

Administrative/Executive:

• Provide administrative support to the Executive Director, Director of Development and Director of Marketing and Public Relations.
• Assist with meeting scheduling and logistics for board, staff and committee meetings.
• Maintain rosters, prepare documents and reports for distribution/filing and develop/maintain tracking tools as needed. Manage special projects as needed.

Operations:

• Serve as the primary point of contact for incoming callers and visitors and provide information and support as needed.
• In accordance with Association policy, open (in the company of a second person) and disseminate daily mail.
• If processing donations in the office, sort by type, create and submit scans to home office processing center and take cash deposits to bank as needed.
• Oversee day-to-day office functions including the development and maintenance of office operations systems and procedures, ordering and tracking of office supplies and inventory and coordination of document storage, shredding and destruction.
• Maintain office equipment, including phone system, computers/server, photocopiers, fax and postage machine and serve as the liaison to vendors (including home office IT) and maintenance companies (including facility management) as needed.
• Maintain, distribute, collect and inventory office keys.
• Work with the home office management/HR team and Helpdesk to coordinate the onboarding of new staff including the set-up of workstations, phones and computers and issuing keys and supplies.

Development:

• Notify Executive Director and/or Senior Events Manager of noteworthy gifts and track as requested.
• Serve as a point of contact for donor inquiries and assist with communications to service recipients, donors, volunteers, sponsors, vendors and the Board of Directors.
• Serve as the main point of contact for Chapter staff, Home Office staff, and third-party vendors regarding inquires related to Donor Services operations. Ensure that all matching gifts are confirmed.
• Assist with managing event logistics including, but not limited to, coordinating/assisting with registration, completing and tracking event contracts, permits, insurance certificates and/or site-specific requirements and developing/maintaining tracking tools/Excel spreadsheets.
• Facilitate, support, set-up and participate in Association events as requested. Work with the Senior Events Manager and internal Account Management Teams to update and maintain Corporate Sponsorship Tracking Tools and assist with Corporate Engagement Activities.

Volunteer Management:

• Promote Alzheimer's Association volunteer opportunities on a number of platforms, interview potential volunteer candidates and collaborate staff with staff to match volunteer interests with opportunities.
• Assist with the onboarding of new volunteers and identify tasks for office volunteers.

Qualifications:

• Bachelor's Degree or an Associate's Degree and 3 years relevant experience.
• Minimum of 2 years' experience in operations or administration.

Knowledge, Skills and Abilities:

• Excellent organizational and time management skills. Ability to prioritize and meet deadlines. Strong attention to accuracy and detail.
• Excellent communication and customer relations skills, both written and verbal.
• Proficient in Microsoft Office and Google Apps. Experience with other software programs (Convio, Team Approach, Personify) preferred.
• Ability to work independently or as a member of a team.
• High level of integrity, diplomacy, and initiative.
• Absolute commitment to confidentiality.
• Ability to work evenings and weekends as needed.
• Ability to travel locally and regionally to perform job duties.
• NYS driver's license, proof of insurance, and access to reliable transportation strongly preferred.
• Ability to lift up to 25 lbs.

Position Location: Cohoes, NY

Full Time: Based on 37.5 hours per week

Position Grade & Compensation: Grade 203 Non Exempt The Alzheimer's Association's good faith expectation for the hourly range for this role is between $24.50 $26.50

Reports To: Director, Development