Office Administrator

Summary:

The Jewish Federation of West-Central New Jersey is looking for a part-time (20 hrs/wk) Office Administrator. This is a great opportunity to expand your knowledge of philanthropy and the day-to-day running of a non-profit organization, while gaining valuable experience in many aspects of community and event planning.

The successful candidate will be able to handle all aspects of working closely with other Federation staff in advancing our community engagement and fundraising efforts. The candidate must be enthusiastic about interacting with donors and volunteers and be a quick study when learning new software programs, specifically learning how to work with a donor database (CRM). The candidate must be very detail oriented, flexible and a team player.

Core Responsibilities:         

• Perform administrative tasks related to donor, Board member and community member requests as necessary, ensuring communications are handled in a polite, professional, and timely manner including via phone calls, tribute cards, certificates, thank you notes, etc.

• Maintain supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders.

• Assemble packets of information needed for distribution at monthly Board Meetings and events.

• Maintain up-to-date contact lists for synagogues and Jewish agencies in the catchment area, Board member contact information, camp scholarship recipients, among others.

• Miscellaneous other responsibilities as needed such as special projects, assisting with holiday mailings, delivering thank you gifts, etc.

Database Maintenance:

• Responsible for maintaining the accuracy of donor records and giving histories, enter all pledges and work with the Financial Services Manager to conduct gift reconciliations.

• Mail-merge thank you lists and send out thank you letters for pledges.

• Accurately enter new donors into the CRM system.

• Handle special projects related to data health.

Events:

• Manage on-line community events calendar keeping it up-to-date as well as ensuring Jewish organizations in the community are informed of all Federation events and programs.

• Process on-line and direct registrations for events.

• In advance of events, print attendee lists, create name tags, print and distribute flyers.

• Attend events and assist with set-up, break-down, greeting attendees and other duties as may be assigned.

• Perform post-event administration including entering pledges from event, thank you notes to attendees, etc.

Qualifications:

Ability to thrive in a fast-paced environment and be flexible, adaptable and highly detail oriented

Ability to work well as a team player

Bachelor’s degree preferred

CRM/database experience preferred

Excellent communication skills, both written and verbal

Exceptional organizational and time management skills

Experience with software programs including Microsoft Office, especially Excel and Word

Ability to work occasional evenings and Sundays as needed for meetings and events

Willingness to perform other duties as assigned to meet organizational goals

The job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job. Other responsibilities may be added as deemed necessary.