Administrative Assistant/ Volunteer Coordinator

The Guidance Center•Southgate, MI

About The Position

As a recognized leader in our field, The Guidance Center provides a broad range of services that have helped children, adults and families unlock potential and build better lives since 1958. With 25 programs we offer treatment, prevention, growth and education services to more than 18,000 people annually. Together we: Nurture development. Foster resilience. Cultivate well-being. We have an exciting opportunity for an Administrative Assistant/ Volunteer Coordinator to join our team of talented professionals. As an Administrative Assistant/ Volunteer Coordinator in the Philanthropy & Communications Program, you will be responsible for providing direct support for the Philanthropy & Communications Department’s philanthropic and special event (fund raising and donor) activities. Assisting with the execution and reporting annual Schools and Municipal Appeal Campaigns. Assisting with sponsorship mailings as well as assisting in the coordination of fundraising and donor events. Providing input and documentation management of donor records and database utilizing Bloomerang (or current donor database utilized by the agency). Acting as the Philanthropy & Communications Department primary point of contact during auditing files and records. Managing all donor acknowledgement and receipting. Coordinating agency-wide volunteer services. Regular working hours are Monday through Friday 8:30 a.m. – 5 p.m., although due to special events some evenings and weekends are required.

Requirements

Bachelor’s degree preferred (although high school degree along with relevant experience may be considered) plus two or more years of experience dealing with the public in a professional setting (business, human service organization, etc.) while supporting a Director or Senior Level Manager.
Must possess excellent organizational skills, strong and effective interpersonal skills.
Excellent computer skills including proficiency with Windows/Microsoft Office, Microsoft Outlook, and fundraising database management software experience preferred.
Experience using dedicated software databases required.
Additional requirements include: a nonjudgmental approach that reflects cultural competency and sensitivity to the unique needs of the diverse programs and populations our agency serves.
Must have the ability to engage and maintain relationships with staff members, donors and members of the community at large.
Must exhibit a willingness to be helpful, flexible, patient and creative.
Must have pleasant disposition and appropriate appearance.

Nice To Haves

Prior experience working in philanthropy/development office preferred.
Excellent computer skills including proficiency with Windows/Microsoft Office, Microsoft Outlook, and fundraising database management software experience preferred.

Responsibilities

Maintain and update all development activity utilizing Bloomerang (or the current donor database being used by the agency).
Compose and manage regular donor correspondence, including but not limited to acknowledging, receipting, invitations, routine letters, reports, memos and all other correspondence, etc.
Assist Philanthropy & Communications team to plan and execute projects such as special event planning and detail coordination, sponsorship mailings, attending meetings/conferences; scheduling bi-monthly Philanthropy & Communications committee meetings, providing agenda and meeting materials in advance of committee meeting, ordering lunch/refreshments for meetings, fund-raising events and campaigns; open houses and public presentations.
Track and report all donors and prospect donor’s activity utilizing donor database.
Monitor all appeals/online donations/contributions via mail, crosscheck with checklist and acknowledge donors- 24 hour turnaround if possible.
Work collaboratively with agency’s Finance team to reconcile donations via a monthly report.
Assist and support the Philanthropy & Communications Department to ensure major fundraising and volunteer events are successful.
Process credit card charges for donors and operate credit card machine at agency special events
Organize, maintain and update both electronic and physical files.
Participate as a support member on the Board of Directors’ Philanthropy & Communications Committee.
Assist with annual Municipal and School Appeal Campaign, including data collection, creation of letters to accompany data & outcomes materials, create invoices and reports, appear at appropriate school board meetings or city council meetings to answer questions to be a spokesperson for agency.
Under the direction of program leadership, organize, coordinate and manage the recruitment of volunteers for various programs, departments, and special Guidance Center events. (Limited basis as time allows.)
Work collaboratively with other service and program areas to meet their volunteer needs.
Work with social, civic, and business organizations to develop partnerships and to recruit volunteers.