Development Administrative Assistant

The American Society of Transplantation is a non-profit organization dedicated to advancing the field of organ transplantation and improving patient outcomes. We are a medical association with more than 4,800 professional members in the field of transplantation. As a small but mighty team, each person plays an essential role in the success in transplantation.

We are looking for a Development Administrative Assistant to support the planning, implementation, and tracking of fundraising activities that have a beginning, end, and specified deliverables.

This position reports to the Chief Development Officer and works in collaboration with AST’s Director of Communications and Marketing and Meetings Team to advance our fundraising efforts.

Why Join the AST

Joining the AST is an opportunity to work with an ambitious team while making a difference in the field of organ transplantation. We have a smart and enthusiastic team with a great culture and benefits.

At AST, we believe that culture is more than just happy hour and a foosball table, (although we do love some friendly competition). Our values and collaboration are what help to guide us to success with our programs, meetings, and membership.

Some of the benefits include:

• Exceptional medical, dental, and vision

• 401(k) plan with employer matching

• Flexible Paid Time Off (PTO) plus 11 paid holidays

• Early Out Friday’s during the summer months.

• Paid week off between Christmas and New Years

• Professional Organization Membership

• Health Club Monthly Reimbursement

• Annual employee development program stipend

This position is located in Mount Laurel, NJ, and a flexible work environment is provided. 

AST Conformance Statement: In the performance of their respective tasks and duties all employees are expected to demonstrate AST Core Values: Quality Service, Respect, Accountability, Transparency, Flexibility, Expertise/Innovation and Social Responsibility.

CORE DUTIES AND RESPONSIBILITIES

The core duties and responsibilities for all AST employees include:

• Be a role model for organization values

• Work with the senior staff and association leadership to identify opportunities to create an exceptional professional experience for the AST members

• Responsible for the execution and enforcement of AST’s documented processes and procedures

• Attend association-related events as required, serving as an ambassador for

AST POSITION SUMMARIES

The Development Administrative Assistant provides services essential to the mission of the organization and the day-to-day operations of the AST Development and AST Meeting activities. This individual will report to the Chief Development Officer and work closely across multiple departments including but not limited to Development, Meetings, Accounting, and Membership.

SPECIFIC DUTIES AND RESPONSIBILITIES

Within the limits of the bylaws and policies of the Association, the Development, Administrative Assistant is responsible for

• Organize and schedule meetings and calls for various AST committees and Development meetings as directed by the Chief Executive and Managing Director and Development Team (polling for availability and setting calendar invites)

• Speaker management activities to include but not limited to processing Honorarium payments and travel reimbursement

• Process payment and invoice requests for various bills.

• Credit card reconciliation and payment processing for Chief Development Officer

• Supports the Development Manager with maintaining the corporate supporter, annual donations & funding databases

• Creation of Sponsorship Invoices o Completion of Grant forms for sponsorship

• Donor correspondence: Thank you notes, Christmas Cards, and website updates for Development Activities

• Organizes all administrative tasks in relation to the annual meeting

• Corporate Development meetings and attendees o Corporate supporter reception and attendees

• Develop and update administrative systems to make them more efficient

• Support administrative tasks related to the Living Donor Circle of Excellence Program

This is not meant to be all-inclusive, as other duties may be assigned.

MEASUREMENT OF SUCCESS

Successfully execute projects as follows:

• Attention to detail

• Meets or beats deadlines

• Proactively alerts Supervisors to challenges or concerns related to the delivery of service

• Proactively suggests solutions to challenges encountered

• Effectively self-reviews work product and produces limited errors

• Feedback from AST colleagues and membership is positive

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the basic knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION/ EXPERIENCE/REQUIRED PROFICIENCIES

Associate’s degree with a minimum of 1-3 years demonstrated administrative experience Skillsets that will be important in these roles include:

• Communication – exceptional verbal and written skills

• Technical skills – Microsoft Office, Adobe Professional, Database management (Nimble AMS or Salesforce knowledge a plus), payment processing • Accuracy/attention to detail

• Editing and proofreading

• Exceptional organizational skills • Ability to prioritize and manage workload effectively

• Customer service focus

• Analysis

• Professionalism (flexibility, problem-solving, and emotional intelligence)

• Be a role model for organizational values

• Responsible for the execution and enforcement of AST’s documented processes and procedures

LANGUAGE SKILLS

Ability to effectively communicate both orally and in writing with management and internal and external contacts.

REASONING ABILITY

Demonstrate the ability to anticipate and solve practical problems or resolve issues within the scope of duties.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires occasional travel. This may include the ability to drive a car or travel on public transportation such as trains and airplanes.

Individuals may need to sit or stand for extended periods of time and may require walking for periods throughout the day. Requires ability to use a computer, read a computer screen, use of a telephone and other office equipment as it relates to the work.

Reaching above shoulder height, below the waist or lifting to move or access materials throughout the work day. Proper lifting techniques required. May include lifting up to 25 pounds for files, presentation equipment/documents on certain occasions.

Primary environment would include ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.