Administrative Associate of Development & Patient Education

UNITED MITOCHONDRIAL DISEASE F

8d•Remote

About The Position

The Administrative Associate provides critical administrative and operations support across the organization, with a primary focus on fundraising infrastructure, donor stewardship, and the operational delivery of UMDF's annual national conference and patient/professional education programs. This role ensures CRM accuracy, supports revenue-generating campaigns, manages event registration systems, coordinates speaker and vendor logistics, and facilitates timely donor and participant communications. This position plays a key operational role in strengthening UMDF's fundraising systems, conference and education delivery, and cross-departmental coordination between Development and Patient Education & Support.

Requirements

2–4+ years of administrative, nonprofit operations, event/conference coordination, or education administration experience
Experience with CRM systems (Salesforce strongly preferred)
Experience with peer-to-peer fundraising platforms (DonorDrive or similar preferred)
Experience with registration and event platforms such as Cvent preferred
Experience with webinar platforms such as Zoom
Strong data accuracy and attention to detail
Excellent organizational and project/time management skills, with the ability to manage multiple deadlines across departments
Strong written and verbal communication skills, including professional correspondence with donors, speakers, faculty, vendors, and attendees
Proficiency in Microsoft Office and/or Google Workspace

Nice To Haves

Experience with CME/CE administration, learning management systems, or mobile event apps is a plus

Responsibilities

Maintain and update donor, sponsor, and constituent records in Salesforce
Process gifts, pledges, recurring donations, and soft credits
Run and export reports for Development, Finance, and leadership
Support campaign mapping and tracking across events and initiatives
Monitor data hygiene, duplicate management, and coding accuracy
Assist with dashboard creation and performance tracking
Support integration between Salesforce, DonorDrive, Cvent, and other platforms
Assist with campaign setup and configuration
Support event and peer-to-peer participant registration
Monitor donation processing and reconciliation
Provide customer service support for participants and donors
Help troubleshoot payment gateway issues in coordination with vendors
Pull campaign performance reports
Generate and send timely gift acknowledgments and tax receipts
Draft and coordinate thank-you letters for leadership review
Track stewardship touches and follow-up tasks
Assist with pledge reminders and payment tracking
Support donor research and prospect management updates
Coordinate donor communications and mailing logistics
Support planning and execution of UMDF's annual national conference
Assist with master timelines, planning calendars, and task tracking
Support planning meetings and follow-up on action items
Manage conference registration and administration in Cvent, including attendee lists and session support
Coordinate speaker and faculty logistics: invitation follow-up; collection of bios, photos, and presentation materials; travel and hotel coordination; reimbursement processing with Finance; onsite check-in and support
Manage conference technology tools, including the mobile app, surveys, and evaluations
Support post-event reconciliation, reporting, and budget tracking
Provide onsite event support, including registration desk coordination and general conference operations
Support exhibitor coordination and vendor communications as assigned
Assist with hotel, AV, meeting space, signage, shipping, printing, and room set support
Assist with Zoom recording and closed-captioning operations as needed
Coordinate data transfers between Cvent and Salesforce
Help maintain organized conference records, communications, and operational documentation
Manage webinar scheduling, calendar coordination, and Zoom meeting/webinar setup and support
Track registrations and manage attendee communications
Support recording management and file organization
Support CE/CME tracking and reporting with UMDF's CME joint provider
Assist with online learning programs, including course uploads, learner access support, and certificate processes
Run reports and track participation data for education offerings such as Mito U and related initiatives
Support invoice tracking and payment processing coordination with Finance
Coordinate registration reporting, scholarship administration support, and budget reconciliation
Assist with contract and sponsorship agreement tracking
Track event and program expenses and assist with budget reconciliation
Assist with board and committee meeting materials and reporting packets
Maintain shared documents, templates, and workflow trackers
Support cross-functional project coordination as needed
Provide administrative and logistics coordination for additional UMDF meetings and events, such as exhibits, medical and professional meetings, staff retreats, and leadership meetings