Office Administrator

OFFICE ADMINISTRATOR Full-time, year-round (40 hrs. per week) in-office positionJOB SPECIFICATIONS POSITION SUMMARY The Office Administrator is critical to the success of the Childhood League Center's (CLC) Advancement and Executive Teams. The Office Administrator will be responsible for providing support to the Executive Team, maintaining the donor database and administering the organization's internal communications.REPORTING STRUCTURE This position reports to the Chief Executive Officer with the following responsibilities:EXECUTIVE TEAM SUPPORT Executive Assistant and Board Liaison, responsible for providing administrative and strategic support to the CEO and the Advancement Manager and will function as the primary contact person for the Board of Directors.Planning remote and in-person meetings by compiling agendas, coordinating logistics and materials, inviting guests/participants, and taking minutes. Prepare materials for CEO in preparation for meetings and travel.Guiding ongoing and effective communication with Board of DirectorsEstablishing and monitoring board communications calendar, current list of Board and tenurePreparing and distributing board meeting materials, and recording minutesAssisting the Executive Team, including but not limited to: Management of meetingsSchedulingSending noticesPreparing agendasCoordinating of meeting sites and necessary refreshments and/or materialsPreparing and distributing meeting minutesAdministrationCoordinating office supplies and place orders when necessaryProviding back-up support to the front desk, including greeting families and visitors and ensuring that security protocols at the front desk are followedCoordinating in the setup, implementation, and tear down of events, such as:Facility ToursCultivation activitiesThank you and recognition eventsFundraising eventsAdministering the CLC's internal communications, including but not limited to: Staff newsletter and staff meeting supportSchedulingSending noticesPreparing agendasCoordination of meeting sites and necessary refreshments and/or materialsPrepare and distribute meeting minutesMaintaining the CLC's internal events calendar to track available staff and building resourcesADMINISTRATION OF THE CENTER'S DONOR DATABASE Ensuring that all data is up to date and accurate. This position will be responsible for the day to day management of the donor and prospect database. Management of the database will include the accurate entry and maintenance of donor information, ensuring database integrity and conducting regular database audits and updates.Becoming an expert on the donor management database systemAccurately entering and maintaining donor records and prospect informationPreparing and distributing daily cash logsReconciling system with finance teamPreparing all acknowledgment letters and tax receiptsTracking and invoicing all pledge paymentsAssisting the Advancement Team member with Researching and collecting prospect information from available sourcesHelping with data analysis to identify trends and prospects to inform the direction of giving approachingInteracting with donors and prospects to assist in providing the highest level of customer serviceComfortable interacting with individuals of diverse social, economic and ethnic backgroundsExpressing gratitude for donor gifts and loyaltyAssisting with the preparation of correspondence, documentation and proposalsSpecial Projects ADDITIONAL DUTIES Presenting a positive, professional image of the CLC at all timesMiscellaneous duties as assignedEXPERIENCE AND EDUCATION Associate degree required (B.S. or B.A. preferred)3-5 years of administrative or data gathering experience required, or an equivalent combination of education and experienceProven track record in providing excellent customer service requiredTakes ownership of role and takes initiative to have a positive impact on projectsProven experience with database query tools, gathering user requirements, data quality control, and problem resolution;Experience with donor/prospect management software is preferredProficient in Microsoft Office software, including PowerPoint, Excel and Word requiredProficient in web researchAbility to function in a fast-paced environment and manage multiple, competing prioritiesTimely and reliable, keeps track of responsibilities and completes them in a timely mannerTakes charge in solving problems and can be creative in finding appropriate solutionsExcellent organization and communication skillsExcellent listening skills and ability to retain and capture conceptsConsistent accuracy and attention to detail required but efficientAbility to discern the hierarchy of detail importanceEvent planning, organization and execution to ensure a great experienceRequires some early mornings, evenings and weekend hoursPossession of a valid Ohio driver's license; willing to travel locally using own transportation (mileage reimbursed).PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard. Specific vision abilities required by this job include close vision requirements due to computer work. Light to moderate lifting (30lbs) is required. Regular, predictable attendance is required.WORK ENVIRONMENT The work environment characteristics described here are representative of those she/he encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Moderate noise (i.e. business office with computers, phone, and printers). Ability to sit at a desk for an extended period of time.ABOUT THE CHILDHOOD LEAGUE CENTER Founded in 1945, the Childhood League Center (CLC) serves 300+ children each year who are under 6 and who are at risk or have special needs. We have two major programs: Early Intervention and Preschool for which the CLC provides the best education, interventions and therapies. Alive with energy and excitement, each day Center children with and without special needs actively explore an enriched environment, develop new skills, learn with and from one another while discovering the joys of friendship.The CLC is dedicated to building a culturally diverse and inclusive staff. We welcome and strongly encourage applications representing all backgrounds, life experiences, beliefs and demographics to ensure the rich diversity of our community is fully integrated, creating an optimal environment to prepare children for future success.The CLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.#J-18808-Ljbffr