Administrative Assistant

Job Description

Job Description

Department: Administration

Classification: Non-exempt

Reports to: Dir. of Advancement & Community Engagement

Status: Full-time

Location: Anchorage

Compensation: $23.75 - 26/hr

Position Summary: The Administrative Assistant provides direct support for the administrative team, which includes the Finance, Human Resources, and the Advancement & Community Engagement (ACE) departments. This position serves as the primary support role for records administration, credit card reconciliations, donor database management, donation processing, event logistics, in-kind donation processing, as well as volunteer and general administrative support. This position requires strong organizational skills, professionalism, reliability, attention to detail, adaptability, and a commitment to trauma-informed and mission-centered work.

This role helps ensure timely, accurate, and professional administrative support while contributing to AWAIC’s mission and community impact.

Essential Functions

Finance Department Support

• Reconciles monthly credit card statements and administers the credit card expense management system, ensuring required documentation, receipts, and transaction information are complete and accurate.
• Reconciles monthly gift card inventory, including receipt, tracking, distribution, and documentation provided to Finance.

Donation Processing & Database Support

• Processes donations, enters and updates donor information in the agency CRM, and maintains accurate donor records, mailing lists, and electronic files.
• Prepares donor acknowledgements, annual tax receipts, stewardship mailings, and other donor communications and documentation.
• Maintains organized records through filing, scanning, and document management while protecting confidential donor and participant information.
• Supports fundraising campaigns, donor stewardship, and related administrative activities.

Volunteer Administration Support

• Maintains volunteer applications, waivers, records, participation documentation, tracking, and reporting.
• Supports HR with volunteer onboarding, scheduling, communications, recognition, and stewardship activities.
• Coordinates administrative support for volunteers participating in fundraising events, community outreach, and agency projects.

In-Kind Donations & Haven Closet Support

• Supports Haven Closet operations, including receiving, sorting, organizing, storing, and maintaining in-kind donations and inventory areas.
• Maintains in-kind donation records, including donated items, assigned values, and distribution across programs, administration, and fundraising activities.
• Supports community donation drives and guides volunteers with donation intake, sorting, and organization.

Events & Community Engagement Support

• Supports fundraising events, donor activities, volunteer projects, and community outreach initiatives.
• Coordinates assigned event logistics, including registration, materials, setup, cleanup, auction preparation, and attendee support.
• Prepares event materials, signage, packets, nametags, and supplies and completes assigned post-event administrative tasks.
• Maintains professional and positive interactions with donors, volunteers, vendors, and community partners.

Communications Support

• Supports newsletters, donor communications, social media content, email campaigns, and other outreach materials.
• Assists with storytelling and content collection that highlights AWAIC’s mission, programs, and community impact.
• Prepares and organizes communication materials, outreach packets, and related resources.

Supervisory Duties :

• None.

Knowledge, Skills, and Abilities Required:

Business Operations & Administration

• Demonstrates strong organization, time management, attention to detail, and accuracy in completing administrative tasks.
• Prioritizes multiple responsibilities, meets deadlines, and adapts to changing operational needs.
• Works effectively both independently and collaboratively across departments and teams.
• Exercises sound judgment and maintains professionalism, discretion, and confidentiality when handling sensitive information.

Technical Skills

• Demonstrates proficiency with Microsoft Office, spreadsheets, email, data entry, and standard office technology.
• Learns and effectively uses CRM/donor databases, electronic expense management systems, and other agency software.
• Adapts to new and evolving technology, systems, and administrative processes.

Communication and Interpersonal Skills

• Communicates clearly, professionally, and respectfully through written, verbal, and interpersonal communication.
• Builds and maintains positive working relationships with employees, donors, volunteers, vendors, and community partners.
• Demonstrates professionalism, integrity, reliability, empathy, and sound judgment consistent with AWAIC’s mission and values.
• Approaches sensitive situations and information with compassion, discretion, and trauma-informed practices.
• Demonstrates adaptability, problem-solving skills, and appropriate professional boundaries when working in a fast-paced, mission-driven environment serving individuals impacted by domestic violence and trauma.

Minimum Qualifications

• High school diploma or GED required.
• Some college coursework in Communications, Business Administration, Nonprofit Management, Marketing, or a related field preferred.
• Possession of a current State of Alaska driver’s license preferred.
• Ability to clear and maintain stringent federal, state, and local background clearances.

Minimum Experience

• One year of administrative, office support, customer service, nonprofit, volunteer, or data entry experience preferred.
• Experience using computers, spreadsheets, email systems, and office software applications.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Physical Requirements & Working Conditions

• Regularly sits, stands, walks, reaches, bends, and performs repetitive computer and administrative tasks throughout the workday.
• Lifts, carries, pushes, or pulls materials, donations, supplies, and equipment weighing up to 25 pounds.
• Performs physical tasks associated with donation processing, inventory organization, event setup and cleanup, and movement of supplies.
• Moves throughout office, shelter, event, storage, and community-based environments as required.
• Performs the essential functions of the position with or without reasonable accommodation.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

AWAIC is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. Employment with AWAIC is at-will, meaning either you or the company may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided by applicable law or a written agreement. Signing below does not change the at-will employment status.