Administrative Services Coordinator-Lead

Reports to:                             CEO

Job Summary:

Office tasks, including answering phone, greeting guests, picking up mail, filing, purchasing, as assigned, assisting with mailings and correspondence, and promoting the components of health, wellness and fitness.  Assist the Development Department with maintaining the donor database procedures and correspondence in Raiser’s Edge.  This may include maintaining current records, timely correspondence with donors, and strategic additions to the donor list.  Assist with thank you letters and mailings for the Development Department.  Assist with HR administrative functions as necessary.

Assist with CEO functions, as directed, including assisting in Board functions.  Positively maintaining community partnerships, relationships with supporters of the Boys & Girls Club of Oshkosh, such as Board members, new and existing individual donors, corporate and other business support, private and community foundations, service clubs, alumni, Oshkosh Area United Way, other nonprofits, and other Boys & Girls Clubs.

Special Event functions when assigned, including, but not limited to, WineFeast, Golf Outing, Women’s Tea and Annual Dinner.  This may include, but is not limited to, sales of tickets, handling registration, cash, and evening wrap-up.

This is a full-time position, benefits eligible.  The hours will be 40 hours per week. The hours can be flexible but will generally be between 8:00 am to 4:30 pm , except when special events fall on a weekend or evening, and/or community interaction dictate other hours.

Hours weekly may vary based on workload, and may be adjusted with CEO approval when needed.

Promote the components of health, wellness and fitness to achieve the goals of the organization.

It is the responsibility of every staff member to cultivate and maintain positive donor relationships.

Qualifications

• A minimum of five years previous office experience
• Experience in carrying out the mission of a nonprofit organization.
• Strong, verbal and written communication skills (grammar, spelling, punctuation, syntax).
• Strong organizational skills
• Proven ability to develop and maintain effective working relationships and partnerships with Board, staff, volunteers, donors, and community groups.
• Commitment to role model and promote a life style of health, wellness and fitness.
• Competency in computer skills including, but not limited to, Word, Excel, Power Point, donor/data management (Raiser’s Edge).
• Must possess a valid driver’s license and good driving history (no history of operating a vehicle during a time of suspension, operating a motor vehicle without a license, careless or reckless driving, driving under the influence of alcohol or drugs, negligent homicide arising out of the use of a motor vehicle, or aggravated assault with a motor vehicle, two moving violations in last three years, more than two at fault accidents, or a speeding in excess).
• Previous experience working with donor/data base stratification of donors.
• Experience in handling confidential records.
• Clean Drug Test before hire.
• Clean Background check before hire.

Job Responsibilities:

CEO Support Responsibilities:

• Responsible for maintaining Club files including donor files, history files, scrapbooks, and general office records and correspondence.
• Fosters a positive work culture.  Promote the area of health, wellness and fitness to our membership.
• Take dictation and type letters and correspondence for and from the CEO.
• Code purchase orders as directed by the CEO.
• Answer and direct calls to staff and or voicemail system.
• Greet guests and notify appropriate staff of appointments.
• Assist other office staff as necessary including mailings, copying, faxing, and other office duties as needed.
• Serve as note-taking secretary for Board meetings and certain committee meetings, and provide Board support communications including preparing and distribution of minutes.
• Set up appointments and meetings, reserving and preparing appropriate meeting space.
• Maintain organization of office supplies.
• Pick up mail at the post office and mail daily correspondence from office.
• Interact with Board of Directors and assist with the Wisconsin Area Council functions, as required.
• Maintain Club staff phone contact listing.
• Maintains confidentiality in an appropriate manner.
• Mandated child abuse reporter.
• Ensures compliance with legal federal and state regulations.
• Sorts and distributes incoming mail and control postage.

Business Office Related Responsibilities:

• Back up business manager in routine deposits.
• Run background checks and update and maintain background information.

Development Related Responsibilities:

• Back up Grants & Outcomes Measurements Coordinator in entering and maintaining all donor records and reconciliation according to organization standards.
• Prepare all correspondence and receipts for donor acknowledgement.
• Assist with mailings for seasonal and fundraising events.
• Run reports and queries in donor database, to include but not limited to appropriate thank you letters, and information needed by donors for tax purposes.

Physical and Mental Requirements:

• Must be able to sit for long periods of time and work on a computer.
• Must be able to lift up to 50 pounds.
• Must be able to think clearly and concisely.
• Must be able to go up and down stairs.

Disclaimer:

The information presented indicates the general nature and level of work expected of employees in this classification.  It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.