Administrative Support Specialist

3 weeks ago

Fort Worth, Texas, United States American Heart Association Full time
Job Summary

We are seeking an experienced Administrative Assistant to join our team in the Dallas/Fort Worth Area. In this role, you will provide data entry and customer service support from our centralized processing team. You will be responsible for data entry of customer donor and donation information into customer databases such as Dynamics and Auction Pay. You will provide support in crafting donor receipts, running reports, and providing direct field support such as Customer Service, training, and troubleshooting.

Key Responsibilities
  • Edit and update mailing lists and other contact lists as appropriate.
  • Input and maintain high-quality, accurate data in all systems including Blackbaud Luminate, Greater Giving, and Microsoft Dynamics. Data entry includes information regarding prospective and existing donors, event participants, financial transactions, auction items, and more.
  • Work with regions communications and graphics partners to create and update custom materials for event promotion (e.g. flyers, programs, signage, etc.) and sponsor/volunteer engagement (e.g. Heart Walk participant resources, sponsorship proposals, etc.). Coordinate printing and mailing of all materials. Materials must appear professional, adhere to branding standards, and meet director and/or sponsor requirements.
  • Assist directors and volunteers with the coordination and execution of digital/in-person event logistics, including monitoring overlapping event logistics timelines, coordinating with vendors and partners within the region, ordering supplies, pre-event setup digitally or at the venue, etc. to ensure a positive experience for all donors and participants.
  • Manage digital RSVPs, check-in and check-out procedures (for in-person, local events, including training of volunteers, processing all financial transactions, and handling cash). Compose and send donor acknowledgments. Assist directors in collecting any unpaid funds pledged by donors.
  • Assist with accounts receivable and accounts payable tasks as needed, such as processing cash/check payments, sponsorship agreements, and vendor invoices.
  • Maintain event websites.
  • Help directors with miscellaneous administrative or clerical needs, such as compiling reports and presentations for strategy meetings, reserving travel, etc.
  • Provide support to the Irving office mailroom staff as needed based on yearly schedule.
Requirements
  • Office administration skills, including general clerical skills (e.g., basic computer knowledge, email etiquette, email organization, filing, typing, copying, telephone etiquette and office operations.
  • Ability to travel 8-10 times per year within the SouthWest region states (travel expenses paid for by the Association.
  • Ability to quickly learn new and sophisticated software - experience with Greater Giving or similar nonprofit fundraising software preferred.
  • Ability to focus on a detailed, potentially tedious, task for several hours while ensuring quality and accuracy.
  • Ability to follow detailed directions.
  • Dedication to complete entry of accurate data, as well as accurate spelling/grammar.
  • Team collaborative. Ability to collaborate with external and internal customers in a friendly, professional manner via phone or email.
  • Intermediate Microsoft Office skills, including Excel, Outlook, and Word. Mail-merging knowledge is a plus.
  • Effectively communicate via Microsoft Teams chat.
  • Required equipment: reliable, high-speed (usually 3-5 megabits) hardwired internet connection dedicated workspace.
Benefits

The American Heart Association invests in its people. Here are the main components of our total rewards package. Visit Rewards & Benefits to see more details.

Compensation Our goal is to ensure you have a competitive base salary. That's why we regularly review the market value of jobs and make adjustments, as needed.

Performance and Recognition You are rewarded for achieving success by merit increases and incentive programs, based on the type of position.

Benefits We offer a wide array of benefits including medical, dental, vision, disability, and life insurance, along with a robust retirement program that includes an employer match and automatic contribution. As a mark of our commitment to employee well-being, we also offer an employee assistance program, employee wellness program and telemedicine, and medical consultation.

Professional Development You can join one of our many Employee Resource Groups (ERG) or be a mentor/mentee in our professional mentoring program. HeartU is the Association's national online university, with more than 100,000 resources designed to meet your needs and busy schedule.

Work-Life Harmonization The Association offers Paid Time Off (PTO) at a minimum of 16 days per year for new employees. The number of days will increase based on seniority level. You will also have a total of 12 paid holidays off each year, which includes several days off at the end of the year.

Tuition Assistance - We support the career development of all employees. This program provides financial assistance to employees who wish to further their education and career in relation to their current duties and responsibilities, or for potential future positions in the organization.

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