Office Administrator

EXECUTIVE ADMINISTRATIVE DUTIES:

• Coordinates all board committee logistics, administrative functions, travel arrangements as needed and types all correspondences
• Anticipates the needs of the Chapter Executive's schedule to coordinate calendars and meetings (including travel and accommodations) with Chapter staff, constituents and volunteer leadership
• Manages information for the Chapter Executive's use in meetings with organization of staff, volunteer leadership and outside parties
• Assists Chapter Executive with meetings and teleconference scheduling, logistics, minutes and rosters
• Manages relationship contacts

GENERAL ADMINISTRATIVE DUTIES: 

• Creates a lasting first impression of the organization 
• Answer office phones and welcome visitors
• Refer callers as needed to the 24/7 Helpline
• Receive/distribute mail and prepare outgoing mail/packages
• Maintain Chapter inventory and office supplies 
• Assist with meeting preparation and Chapter events as needed 
• Coordinate bi-weekly all staff conference call 
• Work with internal and external vendors for technical, communication and equipment support
• Maintain volunteer job listings on external websites such as United Way and Volunteers of Brown County 
• Manage volunteer recruitment program, including implementation of schedule and duties for office volunteers
• Coordinate office volunteers, serving as a primary point of contact, scheduling, training and tracking their tasks/ assignments and ensuring quality results
• Train staff on procedures and equipment as necessary 
• Maintain appearance and orderliness of office
• Coordinate interoffice events
• Liaison with building management for maintenance issues

DONATION RECEIPT AND PROCESSING:

• Responsible for copying, acknowledgement, logging and deposits for donation processing
• Keep accurate donor database records
• Monthly reconciliation of vendor deposit reports and work with Donor Services to solve discrepancies

ACCOUNTS PAYABLE & RECEIVABLE: 

• Prepare payment requests/invoices for processing by home office accounting department, including preparation of all recurring payment requisitions requests
• Ensure staff has the budget codes necessary for expense reporting 
• Maintain central files, databases and documentation as required 
• Become certified in Personify CRM and Team Approach donor database user
• Support input and maintenance of data quality  

PROGRAM/DEVELOPMENT RESPONSIBILITIES: 

• Respond to routine inquiries (i.e. mailing of information, helpline notices, etc.)
• Complete training for and utilize all necessary programs, software, and systems, (Personify, Convio, Sage500, Team Approach, AART, etc.)
• Maintain stock of materials, handouts, etc.
• Set-up, registration and data entry for Chapter events/programs (includes Personify & Convio)
• Compile education packets/maintain health fair materials
• Logistical support for the Walk to End Alzheimer's, The Longest Day, Purple Gala Dinner & other chapter special events 
• Serve as the primary customer service liaison to address staff and participant questions/concerns for special event websites functionality and/or online fundraising
• Act as point person for participant questions/concerns, triaging questions to appropriate community walk coordinators or staff as necessary
• Duties as assigned