Address
Form of workWanted: Game Changers
Are you a passionate person who's driven to take initiative and reach goals? Do you long to be a part of a team that values intelligence, accountability, and individual strengths in a culture and environment that feels like family?
Join our forward-thinking diverse, and inclusive team of caring professional focused on one common goal: creating and supporting unique one-to-one friendships between our Bigs and Littles that empower youth to reach their full potential.
TITLE: Office Administrator
DEPARTMENT: AdministrationFLSA STATUS: Non-Exempt
HOURS: 40 hours per week,
HOURLY RATE: $18 to $20
REPORTS TO: Chief Financial Officer
Position Summary
The Office Administrator is a vital role for the success of the entire Agency. We are looking for someone that takes initiative, demonstrates organization, and values attention to detail. This person must be able to work on multiple projects at the same time and be able to communicate professionally to internal and external audiences. As the Office Administrator, the primary function will be to provide assistance and professionalism to all Agency efforts, both internally and externally. This position needs to exemplify efficiency and effectiveness for the entire organization.
Essential Duties and Responsibilities
OFFICE DUTIES
- Helping manage CEO & CDO’s calendars (tracking/entering communications from meetings, calls, etc. into Agency CRM).
- Assist all departments in packet preparation for donor meetings and match meetings.
- Handle all related correspondence for the Big Brothers Big Sisters of Kentuckiana (BBBSKY) Board of Directors, including but not limited to prep for the board meetings (scorecards, tracking, forms, etc.)
- Coordinate meetings, including scheduling, ordering food, preparing agendas, agendas (if needed), creating meeting packets, tracking RSVP’s, arranging for audio/visual equipment, etc. for Board of Directors, all staff meetings, committees, and/or any other meetings as requested.
- Manage the internal and external activities Calendar, including management and tracking of internal agency Form collection.
- Inventory our swag /branded items and do re-ordering when needed and assembling match/anniversary bags. This also includes smaller solicitations of gift cards, 2-1 deals, and silent auction/raffle items.
- Manage and create a BBBSKY store / shirts and other items for sale -internal and externally.
- Assist Program staff with public domain searches.
- Be in the office during regular business hours to be the first contact person to provide excellent customer service, both in person and on the phone.
- Manage process of handing out tickets / in-kind items to matches, waitlist, etc.
- Help with letter/mail incoming and outgoing.
- Help coordinate thank you note mailings, birthday cards/bereavement and other notes to donors and constituents, sending out gift packets, tax letters and other such correspondence (touch points) as needed.
- Sort mail when it arrives. Assist with taking outgoing mail to the post office.
- Record all incoming checks in the Agency Check Intake Log
- Assist with larger program mailers as needed.
- Assist with office supplies ordering and management.
- Attend community outreach events, fundraising events, and/or recruitments events as needed.
- Take notes at the weekly Development Meeting and any other Development meetings as necessary.
- Help with editing / proofing website and newsletter as needed.
- Pick up and drop off items to donors and supporters as needed.
- Other duties as assigned.
Education and Related Experience
Bachelor’s degree required.
A minimum of 2 years’ experience in office management.
A vehicle, valid driver’s license, and minimum state required automobile insurance are required in this position.
Skills and Knowledge
Experience in donor relations/fund development/public speaking is preferred.
Excellent oral and written communication skills reflecting solid customer service both in-person and by email and telephone.
Ability to be a “self-starter.” Comfortable operating independently and decisively while recognizing you will work with many people on the team to help them met their objectives.
Proficiency in technical areas such as Microsoft Office; including Word, Outlook, PowerPoint, Excel and Social Media (Facebook, Twitter, etc.). Donor database experience is a plus.
Ability to effectively collaborate with staff, volunteers and donors; soliciting feedback, clarifying roles and making communication a priority.
Ability to use time effectively.
Ability to focus on details, working under pressure and meeting tight deadlines.
Ability to create and provide support to the Development team.
An articulated belief in the mission of BBBS.
Work Environment and Physical Requirements
This is a routine office environment. Work hours will be mainly office hours, though an occasional evening or weekend may be required. Travel required to local communities, event locations and businesses. A vehicle, valid driver’s license, and minimum state required automobile insurance are required in this position. This position is an in-person, in-office position.
Equal Employment Opportunity
BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental or disability.
Americans with Disabilities Act
Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.
Bachelor’s degree required.
A minimum of 2 years’ experience in office management.
A vehicle, valid driver’s license, and minimum state required automobile insurance are required in this position.
Skills and Knowledge
Experience in donor relations/fund development/public speaking is preferred.
Excellent oral and written communication skills reflecting solid customer service both in-person and by email and telephone.
Ability to be a “self-starter.” Comfortable operating independently and decisively while recognizing you will work with many people on the team to help them met their objectives.
Proficiency in technical areas such as Microsoft Office; including Word, Outlook, PowerPoint, Excel and Social Media (Facebook, Twitter, etc.). Donor database experience is a plus.
Ability to effectively collaborate with staff, volunteers and donors; soliciting feedback, clarifying roles and making communication a priority.
Ability to use time effectively.
Ability to focus on details, working under pressure and meeting tight deadlines.
Ability to create and provide support to the Development team.
An articulated belief in the mission of BBBS.
Work Environment and Physical Requirements
This is a routine office environment. Work hours will be mainly office hours, though an occasional evening or weekend may be required. Travel required to local communities, event locations and businesses. A vehicle, valid driver’s license, and minimum state required automobile insurance are required in this position. This position is an in-person, in-office position.
Equal Employment Opportunity
BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental or disability.
Americans with Disabilities Act
Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.
Please include 3 references along with your application. Preferably one work reference and two personal references.
Tangible Perks of the job:
- Health Insurance
- Dental Insurance
- Vision Insurance
- HRA Health Reimbursement Account
- Paid Time Off (PTO & Personal)
- Voluntary Life Insurance
- 401K Retirement Plan (with match after 1 year employment)
- Smart Casual Dress (no suits needed)
Intangible Perks of the Job:
- Results-oriented work environment (success is measured via individual-goal based work)
- Hybrid work model (flexibility in working from home and in office)
- Meaningful work
- Being valued as a person, not only for your output
- Investment in your personal growth
