Administrative Assitant Development, NIJC Part Time
About The Position
The National Immigrant Justice Center (NIJC) advances human rights and due process for immigrants, refugees and asylum seekers through direct legal services, impact litigation, advocacy, and public education. Headquartered in Chicago with offices in Washington, DC, Indiana, and San Diego, NIJC's team of 100 attorneys, paralegals, and professionals, along with 2,000 pro bono attorneys, is at the forefront of immigration reform. NIJC seeks a Development Administrative Assistant that provides administrative support to advance the goals of NIJC's development and fundraising team. This is a part-time role, working approximately 20 hours per week and will process high volumes of incoming and outgoing mail related to fundraising, as well as maintaining paper files in accordance with our record retention policy. The Development Administrative Assistant will perform administrative tasks that support donor services, including producing, sending, and tracking invoices; updating donor information stored in NIJC's database; and assisting with fundraising events through RSVP management and coordination of sponsor recognition. As needed, the role will support members of the Development team with other administrative needs, such as electronic file management, donor communications, and database integrity. NIJC is a hybrid workplace. The Development Administrative Assistant's duties are expected to be performed primarily in-office. There may be flexibility for some remote work dependent on performance and the needs of the team after 90 days in the role.
Requirements
- An associate degree with two years of experience in administrative support in an office setting is required.
- Basic working knowledge of Microsoft Excel (simple formulas and functions) required.
- Ability to maintain confidentiality of donor information
Nice To Haves
- Prior experience in nonprofit organizations or philanthropy is preferred.
- Advanced proficiency in Microsoft Excel is a plus.
- Experience with nonprofit customer relationship management (CRM) platforms (Raisers Edge, Salesforce, Little Green Light, DonorPerfect, etc.) preferred.
- Experience with data entry and data quality assurance preferred.
Responsibilities
- Receive, scan, and file (both electronically and in paper format) all checks and other mail pieces received by NIJC's Development team on at least a weekly basis
- Print donor acknowledgment letters, coordinate with the Executive Director to ensure letters are signed, and package letters for mailing on at least a weekly basis
- Print, coordinate signing of, and package appeal letters and other mailings sent in-house by the Development team
- Scan and file electron copies of outgoing letters to preserve a complete record of NIJC's communications with donors
- Manage the Development team's paper files and ensure record retention and destruction is followed
- Produce and send invoices to NIJC's donors for event sponsorships and donations, track status of invoice payment
- Update NIJC's donor database as needed and directed by the Development team, including making updates to contact information, merging duplicate records. Etc.
- Support with NIJC's events and meetings with donors, including but not limited to: Creating invitations and supporting materials, Coordinating recognition of event sponsors, including requesting and tracking receipt of logos, ads, social media handles, etc., Managing RSVPs, including following up with event sponsors and attendees to secure RSVPs, Producing name tags, bid paddles, and other needed materials, including coordinating with third-party print vendors, Inventorying and ordering supplies, packing supplies for transport to event venue, unpacking and organizing supplies at event venue, packing remaining supplies for transport back to NIJC, Supporting with event volunteer management
- Maintain highly confidential files, records and projects with tact and discretion
- Assist with other duties as assigned, particularly during high volume periods, such as triaging and responding to emails to the NIJC Development team general email account, communicating with donors, and drafting acknowledgment letters
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
