Administrative Specialist, Women In Philanthropy/Campaign

About the Administrative Specialist, Women In Philanthropy/ Campaign position:

The Administrative Specialist – Women in Philanthropy/Campaign is a critical member of the Campaign Team, providing administrative support to the Women IN Philanthropy (WinP) division and as well as to other areas of the Campaign Team and Development Department. This position will support Campaign activities, including event support, event and fundraising reporting, donor inquiries, attendance tracking, acknowledging new donors and donors who move to new giving levels, and more. This position will directly support the Senior Director of Women in Philanthropy and other Campaign Team members.

Essential Job Functions:

1. Answers telephones, helps lay leaders with their pledge/payment information when needed, takes messages and pledge gifts, refers callers to appropriate staff and/or answers their questions (i.e. event information, phone numbers, addresses), secure credit cards for events and pledges.
2. Coordinates meeting logistics by: managing scheduling, communications, arranging logistics of the meetings/follow-up, assists and coordinates set-up and clean-up for meetings/events, and ensuring all required materials are available as needed.
3. Utilizes BBEC database for reports, mailings, meetings, attendance and notes. Creates a contact note in BBEC as needed when communicating with a lay leader.
4. Prepares correspondence and documents as needed.
5. Establishes and maintains a comprehensive recordkeeping system and office procedures.
6. Communication with finance team to process check requests, reimbursements, vendor payments, Lion and Pomegranate pin payments, and other related items.
7. Sorts, routes and distributes mail, ensuring that documents requiring signatures are turned around in a timely fashion.
8. Miscellaneous office duties such as ordering and organizing supplies as directed, purchasing various occasion cards and postage stamps as needed.
9. Assumes additional responsibilities and performs special projects as needed.
10. Interacts professionally on a regular basis with staff, vendors and donors and lay leadership with excellent customer service.
11. Manages key components of major fund-raising and outreach events, including registration, seating and appropriate recognition.

Additional Duties/Responsibilities

1. Uses BBEC technology for all aspects of event planning, mailings, and participant coding.
2. Assists in planning and finalizing logistics for meetings and events, e.g. registration, materials, room set-up, etc.
3. Creates and maintains special donor groups’ databases in BBEC (Lion of Judah, Pomegranate Society, Impact365 Society, etc.)
4. Creates and maintains complex queries to report donor information, ( e.g. Campaign groups, Women’s Campaign, Women IN Philanthropy).
5. Enters and maintains contact notes.
6. Maintains donor contact information based upon information learned through event RSVP’s by updating it via their BBEC account.
7. Miscellaneous event logistics and planning.

Qualifications:

Knowledge, Skills, Abilities and Personal Characteristics:

1. Demonstrated knowledge of the Microsoft Office suite, including Outlook, Excel, and PowerPoint.
2. Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
3. Detail-oriented, organized, accountable, and solution focused.
4. Well-developed customer services skills.
5. Ability to express self effectively and concisely, both orally and in writing.
6. Ability to tactfully and effectively deal with volunteer leaders, donors, and staff in a personable and professional manner.
7. Maintain a high level of energy and a consistent positive attitude.
8. Flexibility with work hours to assist with events.
9. Proven experience and comfort learning new software.
10. Excellent verbal communication skills and ability to actively listen.
11. Ability to handle confidential information and/or issues using discretion and good judgment.

Education, Training and/or Experience:

1. High school diploma or GED.
2. Minimum 5 years’ experience in administrative role.
3. Associates’ Degree, preferred.

About the Federation:

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland’s hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.

If you are qualified and interested in this exceptional opportunity, please send your resume and cover letter, and apply here.