Operations Administrator

OVERVIEW

Founded in 2004, Wishes & More’s mission is to enhance the life of a child fighting a terminal or life-threatening condition by providing extraordinary experiences...and more. We do this through our primary programs to grant wishes, scholarships, and memorials. Our staff is motivated by this mission to maintain high standards in everything we do while creating a supportive work culture.

Reporting to the Executive Director, the Operations Administrator will provide best-in-class service in office administration and technology support for the entire organization. This position will be responsible for a variety of daily tasks as well as play a crucial role in maintaining and maximizing usage of the customer relations management system.

RESPONSIBILITIES

CRM Management

• Responsible for CRM (Salesforce) administration, create and provide reports and dashboards, mass upload and migration of information, and troubleshoot issues.

• Monitor and maintain proper CRM system usage and research, recommend, and lead improvements as necessary.

• Create and maintain processes and procedures for other staff to follow.

Office Administration

• Create a welcoming, appropriately resourced, and mission-focused environment.

• Welcome visitors, answer and direct phone calls, handle distribution of daily incoming and outgoing mail.

• Monitor and maintain inventories of supplies and materials and keep existing inventories and storage areas organized.

• Maintain organizational policies and procedures and make recommendations for improvement as appropriate.

• Identify areas for improvement and implement solutions to enhance overall office productivity.

• Serve as liaison with some third-party vendors including support providers for payroll/HR, technology, marketing, and insurance brokers.

• Ensure confidentiality, security, and accuracy of donor information.

• Assist executive director in implementing and tracking HR processes.

Additional Duties

• Maintain and troubleshoot office equipment and IT issues, and work with outside vendors when appropriate.

• Assist with communication processes, including mailing list creation and maintenance.

• Serve as a backup to bookkeeper for and as a resource for information for reports, fundraising proposals, audit process, and nonprofit evaluation organizations.

• Assist with processing financial transactions including incoming checks, electronic deposits, outgoing bills, reimbursements, and check cutting.

• Responsible for preparing and mailing donor thank yous, gift receipts, and acknowledgements.

• Attend and assist with occasional fundraising events and committee and board meetings.

• Assist with strategic communications projects including managing lists for outreach efforts.

• Handle incoming communications and calls, answering general inquiries and coordinating follow-up as needed, processing incoming and outgoing mail.

• Supervise interns and volunteers as needed.

Board of Directors Administration

• Assist with board and committee administration.

• Maintain and update board files, calendars, handbooks, and distribution lists.

• Provide support for board and committee meetings, including scheduling meetings and locations, preparing materials, and meeting packets, and coordinating hospitality needs.

• Other duties as assigned.

QUALIFICATIONS

A successful candidate will be mission-driven, hardworking, with an ability to work with a high degree of independence and flexibility in a fast-paced and goal-oriented environment. 

• Minimum four years of related professional experience.

• Commitment to providing excellent support to organizational leaders and co-workers.

• Collaborative and able to work with others to achieve a common goal.

• Ability to successfully manage multiple priorities and deadlines while maintaining a sense of urgency.

• A strong attention to detail and ability to provide regular status updates and willingness to ask questions and seek help and clarity when needed.

• Quick learner willing to jump in to troubleshoot and problem solve when issues arise.

• Proficient in the use of software and applications, including customer relationship management systems (experience with Salesforce a plus).

• Strong oral and written communication skills with an attention to detail. 

• The proven ability to maintain confidentiality of sensitive information and written records within the dynamics of a small, close-knit team.

• Availability to work occasional events outside of office hours (approximately 2-4/year).

SALARY

Based on experience. Wishes & More also offers a comprehensive benefits package.

LOCATION

Fridley, MN