JOB DESCRIPTION

TITLE: Allocations and Campaign Administrative Assistant

DEPARTMENT: Campaign and Global and Local Impact and Allocations

FLSA STATUS: Non - Exempt

FUNCTION: The Allocations and Campaign Administrative Assistant is responsible for supporting the Director of Global and Local Impact & Allocations and the Director of Women’s Philanthropy. The Allocations and Campaign Administrative Assistant is a key member of the planning & allocations and the campaign department teams.

REPORTS TO: Director, Women’s Philanthropy and Director, Global and Local Impact & Allocations

Essential Job Functions:

Interface regularly with volunteers and lay leaders enabling the coordination of schedules & attendance at events, meetings and conferences.

Schedules and organizes all aspects of meetings including agendas, room set-up and minutes.

Maintains and updates agency files utilizing the current database system.

Produces detailed, thorough reports from the database system on a recurring basis.

Designs and prepares general correspondence, memos, charts, tables, graphs, reports, etc. Proofreads copy for spelling, grammar, layout, and make appropriate changes.

Develop and implement a tracking mechanism for allocation applications and grants, ensuring accuracy and efficiency.

Produces detailed, thorough reports related to P&A.

Organizes and prioritizes large volumes of information and calls.

Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects at the request of supervisor(s) that may include planning and coordinating multiple presentations, disseminating information and coordinating mailings.

Required to fill in at the front desk as needed.

Ability to multi-task and handle stress.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education: Bachelor’s Degree preferred.

Experience: Five years of demonstrated Administrative experience necessary. Experience with a non-profit organization, in a professional, internship or volunteer capacity preferred.

Other Requirements:

PC literacy with strong competency in all Microsoft Office Suite programs (Word, Excel, PowerPoint) and Outlook.

Excellent communication skills in person, on the phone and in writing.

Knowledge of and ability to use Raisers Edge or any database system is a plus.

Ability to analyze and improve processes and procedures.

Ability to organize, monitor, and track numerous ongoing and one-time activities, events and projects.

Ability to logically solve problems with minimal supervision.

Demonstrates ability to take initiative, work independently and be detail oriented.

Discretion handling and communicating sensitive information.

Ability to work irregular hours, including nights and weekends that involve organizational events and meetings.

Ability to develop and maintain strong relationships with donors, volunteers, and VIP level constituents.

Ability to multi-task and prioritize work between departments is crucial.

Sensitivity to Jewish culture and traditions.

ADDITIONAL JOB INFORMATION

Position Type: This is a full time, non-exempt level position. It qualifies for all benefit packages.

Working Conditions: Mental Demands: Ability to communicate effectively (verbal and written); interpret policies, procedures and data; maintain emotional control under stress.

Physical Demands/Environmental Factors: Must be physically able to operate computers and office equipment; occasional bending, reaching, squatting, kneeling, and twisting; constant walking, speaking and listening; frequent sitting and maintaining close visual attention to the computer; occasional lifting up to 50 lbs.