Office Administrator/Development Coordinator

About the Role

The Office Administrator/Development Coordinator provides high-level, efficient, and accurate administrative support to the Executive Director, Director of Development, and the Director of Marketing and Public Relations. This individual oversees general office operations, including mail processing, and handles a variety of development functions such as cultivating individual and corporate relationships, tracking and reporting donor information, and assisting with chapter events. Additional responsibilities include creating collateral (flyers, invitations), managing social media postings, and developing a volunteer recruitment and retention program.

Responsibilities

• Administrative/Executive Support:
  • Provide administrative support to the Executive Director, Director of Development, and Director of Marketing and Public Relations.
  • Assist with meeting scheduling and logistics for board, staff, and committee meetings.
  • Maintain rosters, prepare documents and reports for distribution/filing, and develop/maintain tracking tools as needed.
  • Manage special projects as assigned.
• Operations:
  • Serve as the primary point of contact for incoming callers and visitors; provide information and support as needed.
  • Open and disseminate daily mail in accordance with Association policy (in the company of a second person).
  • Process donations: sort by type, create and submit scans to the home office processing center, and handle cash deposits as needed.
  • Oversee day-to-day office functions, including developing and maintaining office operations systems and procedures, ordering and tracking office supplies, and coordinating document storage, shredding, and destruction.
  • Maintain office equipment (phone system, computers/server, photocopiers, fax, postage machine) and serve as the liaison to vendors and maintenance companies.
  • Maintain, distribute, collect, and inventory office keys.
  • Coordinate onboarding of new staff, including setting up workstations, phones, computers, and issuing keys and supplies.
• Development:
  • Notify the Executive Director and/or Senior Events Manager of noteworthy gifts and track as requested.
  • Serve as a point of contact for donor inquiries and assist with communications to service recipients, donors, volunteers, sponsors, vendors, and the Board of Directors.
  • Act as the main point of contact for Chapter staff, Home Office staff, and third-party vendors regarding Donor Services operations.
  • Ensure all matching gifts are confirmed.
  • Assist with managing event logistics, including coordinating/assisting with registration, completing and tracking event contracts, permits, insurance certificates, and site-specific requirements.
  • Develop and maintain tracking tools/Excel spreadsheets for events.
  • Facilitate, support, set-up, and participate in Association events as requested.
  • Update and maintain Corporate Sponsorship Tracking Tools and assist with Corporate Engagement Activities.
• Volunteer Management:
  • Promote Alzheimer’s Association volunteer opportunities across multiple platforms.
  • Interview potential volunteer candidates and collaborate with staff to match volunteer interests with opportunities.
  • Assist with the onboarding of new volunteers and identify tasks for office volunteers.

Requirements

• Bachelor’s Degree or an Associate’s Degree with 3 years of relevant experience.
• Minimum of 2 years’ experience in operations or administration.

Skills

• Excellent organizational and time management skills with the ability to prioritize and meet deadlines.
• Strong attention to accuracy and detail.
• Excellent communication and customer relations skills, both written and verbal.
• Proficient in Microsoft Office and Google Apps; experience with Convio, Team Approach, or Personify preferred.
• Ability to work independently or as part of a team.
• High level of integrity, diplomacy, and initiative.
• Absolute commitment to confidentiality.
• Ability to work evenings and weekends as needed.
• Ability to travel locally and regionally to perform job duties.
• NYS driver’s license, proof of insurance, and access to reliable transportation strongly preferred.
• Ability to lift up to 25 lbs.

Pay

The Alzheimer's Association’s good faith expectation for the hourly range for this role is between $24.50 – $26.50.

Benefits

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including:

• Medical, dental, and vision insurance.
• Flexible spending accounts.
• Short- and long-term disability, life insurance, and long-term care insurance.
• Tuition reimbursement.
• Generous Paid Time Off, 12 annual holidays, and Paid Family Leave.
• Annual Cultural & Heritage Day and Volunteer Day of their choosing.
• 401(k) retirement plan with employer match.

Full-time employees (37.5 hours/week) will also receive an annual School Visitation Day and an Elder Care Facility Day of their choosing.

About the Organization

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support, and research. Our mission is to lead the way to end Alzheimer's and all other dementia by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support. The Association announced a landmark $100 million investment in research for 2023, reflecting our commitment to advancing dementia research. With a network of over 1,900 employees across the United States, we make a difference every day for those impacted by Alzheimer’s and those at risk for the disease.