ADMINISTRATIVE ASSISTANT - FOUNDATION (Project Management)
Using discretion and independent judgment, the Administrative Assistant is responsible for the clerical responsibilities of the WTRC Foundation. Will perform office work directly related to the Foundation and donor activities. Other responsibilities include: Maintains and updates all files within the Foundation office. Maintains copies of Foundation Board Meetings and other committee meetings minutes as required.Appointment and meeting scheduling for Foundation officers. Orders food as directed for meetings.Preserves a high level of confidentiality for contract content, meetings and all forms of communication.Ensures letters, memos, contracts, and other organizational materials are signed and distributed.Assists in scheduling Foundation board meetings and provides notices in a timely manner.Takes minutes for Foundation board meetings as directed.Assists with grant writing as requested. Enters daily receipts accurately and efficiently. Produces daily reports regarding daily receipts. Produces and distributes daily thank you letters and tribute acknowledgments in accordance with current fundraising, acknowledgment, and organizational priorities. Enters auction donor and buyer transactions, calculates and correctly enters quid pro quo sales, maintains supporting FMV documentation, coordinates with auction software and prepares thank you letters as needed. Sends reminders for Telethon pledges and monthly donations. Updates supervisor of progress and asks for help as needed. Identifies and prepares new donor letters daily. Prepares thank you letters to families of deceased who have designated WTRC as a memorial recipient. Handles inquiries from donors and WTRC personnel regarding gift entry and receipt. Cooperates and communicates with all affected personnel to ensure information is entered and maintained in ways that allow efficient and appropriate retrieval. Seeks and utilizes opportunities to improve efficiency of data input and output and other uses of donor database software to minimize data entry/output time and maximize accuracy and usefulness. Maintains transaction input data for all entries. Maintains, updates, and monitors database demographic information changes. Processes and documents deposit changes as needed.Performs other responsibilities as assigned. This position requires endurance to perform tasks over long periods of work hours and the ability to perform essential functions without posing a "direct threat" in the workplace. Must be able to lift 25 pounds.