- Experience Level
Description of Position
The Administrative Specialist performs higher level office support duties and provides specialized administrative and operations support to the organizations leadership and members.
This is a skilled and responsible administrative position demanding attention to detail. It requires proficiency in word processing and data management; excellent oral, written and electronic communication skills and competency in website editing. A successful candidate will be a master multi-tasker with who enjoys working with people.
Communication - Provide polite and professional communication to members, donors and organization leaders using oral, written and electronic communications tools. Draft and publish electronic news. Create and distribute notices to boards and committees regarding upcoming meetings and attendance, build and utilize templates in Constant Contact and post messages on social media sites.
Information Management - Create documents and generate statistical reports (including spreadsheets). Maintain organization files/records on computer(s), cloud file storage, in DonorPerfect and Google docs.
Data Management – Input data, update and generate reports using the organization’s DonorPerfect database.
Program Support – Assist with the logistics of the organization’s programs. Manage program registrations. Provide support to speakers, registrants and vendors and secure from them materials and schedules. Manage travel arrangements, such as booking flights, cars, hotel and restaurant reservations for individuals and groups.
Webpage Editing - Refresh content and graphics using a WordPress content management system.
General Operations Support - Respond to general inquiries (from emails, web and phone), make updates to the donor/member database, code invoices and bills for payment, make bank deposits and post office visits, and drafting donor acknowledgment letters.
Perform related duties and responsibilities as assigned.
Minimum Requirements to Hold this Position
Associate’s Degree or higher.
Prior administrative experience.
General knowledge of office management practices and procedure
Flexible, good problem solver, self-starter
Experience and proficiency using Microsoft Office, Google tools including Docs, Calendar and Contacts, website content management systems, marketing communications systems (such as Constant Contact)
Ability to operate standard office equipment, drive, and lift/carry up to 35 pounds.