Administrative Coordinator

20 hours ago

Grand Rapids, Michigan, United States The Salvation Army USA Central Territory Full time
Job Summary

The Salvation Army USA Central Territory is seeking a highly skilled and detail-oriented Administrative Assistant to support the department's day-to-day operations. As an Administrative Assistant, you will provide personalized secretarial and administrative support to the executive team, ensuring a well-organized and timely manner.

Key Responsibilities
  • Donor Database Management: Maintain accurate and up-to-date donor information in the database, ensuring data is current and new contact records are added.
  • Prospect and Donor List Reports: Manage reports on birthdays, Hope Brigade Legacy Society, and responses to mailings, providing updates to the donor database as needed.
  • Donor Research and Tracking: Track donors who respond to marketing efforts and provide details to planned giving directors and the Territorial Planned Giving department, filing as necessary.
  • Gift Processing: Process, record, and acknowledge outright gifts from donors, including IRA, DAF, and Stock gifts, or solicited by reps.
  • Planned Giving Gift Processing: Coordinate planned giving gift processing, collecting data from donors and/or advisors, recording and tracking information, communicating with the DHQ Finance Department and Donor Services Department, and receiving financial institution and planned giving reps to allocate funds correctly.
  • Administrative Support: Prepare invoices, reimbursement requests, reports, memos, letters, and other documents using WORD, EXCEL spreadsheet, database, and Power Point presentation software.
  • Reporting and Communication: Prepare quarterly reports for the Senior Director of Philanthropy, Territorial Headquarters, and Divisional meetings, as well as send requested information to donors and estate planning professionals.
  • Correspondence and Follow-up: Type and package follow-up letters and mailings to donors and prospects as determined by planned giving directors, as well as other correspondence as needed.
  • Special Projects: Prepare arrangements for the annual Estate Planning Seminar, coordinate estate documents with Territorial Headquarters, and compose letters, cards, and other correspondence for signature and distribution.
  • Confidentiality and Communication: Professionally handle incoming and outgoing calls and correspondence with a high degree of confidentiality, maintaining a professional demeanor at all times.
  • Team Collaboration: Work in cooperation with other development department team members, providing administrative support as needed, and perform other duties as assigned.
Requirements
  • Education and Experience: High School diploma or GED, or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities. A Bachelor's degree in a related field is a plus, and 3 years of experience as an administrative assistant is preferred.
  • Skills and Knowledge: Maintain strict confidentiality, proficiency in Microsoft Office 365, working knowledge of TEAMS and SharePoint, and willingness to learn new software as needed. Salesforce software experience is a plus.
  • Certifications and Licenses: Complete Safe From Harm training and maintain a current valid driver's license, passing the Salvation Army Motor Vehicle Record check (MVR) as required.

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