Administrative Assistant Donor Relations

Job Description Summary

Provides comprehensive administrative support to the Donor Relations department, ensuring efficient daily operations. Manages departmental billing, payroll processing, invoices, and catering coordination while maintaining accurate records and databases. Supports leadership with scheduling, correspondence, and HR-related tracking, and collaborates across departments to meet deadlines, maintain compliance, and enhance overall workflow and service delivery.

Position Responsibilities

• Accurately completes Word, Excel, Access and PowerPoint processing duties as assigned.
• Processes and enters all department charges for the month in the department database in an accurate and timely manner.
• Maintains Director, and other department leadership team members informed of employee-related issues (such as evaluations, physicals, management status changes, incident reports, etc).
• Receives and distributes catering requests received in the department. Coordinates with catering requestors to ensure all required information is included and appropriate approval is obtained.
• Processes catering request forms and accurately enters into department database within time standards set by the Director.
• Makes reservations for meeting rooms as needed.
• Processes invoices, accurately coding to appropriate cost centers and entering into department database in a timely manner.
• Surens that all invoices are signed and delivered to Accounts Payable within time standards set by the Director.
• Captures activities to meet deadlines.
• Processes departmental mail.
• Maintains a neat work area, while assuring appropriate quantities of office supplies and forms for the department.
• Processes departmental payroll; obtains and distributes paychecks for the department in a timely manner.
• Tracks completion of required employee education, evaluations, leave of absences and other processes necessary for the department to meet Human Resources requirements in a timely manner.
• Appropriately faxes and files all Human Resource documentation for the department.

Qualifications

• High School Diploma
• Extensive knowledge of computers, calculators and general office equipment.
• At least 2-3 years of experience supporting a team.

Benefits

• Health benefits
• Life insurance
• Long-term disability coverage
• Healthcare spending accounts
• Retail plan
• Paid time off
• Pet Insurance
• Tuition reimbursement
• Employee assistance program
• Wellness program
• On-site housing for select positions and more!