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Administrative Assistant & Fundraising Coordinator

Position Purpose:

Responsible for supporting the Deputy Director in all administrative duties and his development team in building and sustaining City on a Hill’s philanthropic mission to restore hope, reduce poverty, strengthen families and foster racial reconciliation. The role provides administrative support in the following areas: schedule and communication management, expense and travel management, meeting and team coordination, and special projects. Assists the team in developing and managing foundation and corporate grants, direct mail and online giving programs, special events, newsletters and annual fund campaigns.

Reporting Relationship:

Reports to Deputy Director, who in turn reports to the Executive Director. This position will work closely with the Development Manager who reports to the Deputy Director and may assist other leadership staff and/or provide work direction to others.

Essential Functions:

1. Administrative Duties

• Assists Deputy Director with communication, including receiving phone calls in his absence, making outgoing calls, drafting internal memos, drafting external letters, sending emails, assembling packets to mail, greeting and directing visitors as needed.
• Assists Deputy Director in managing personal schedule.  Schedules meetings and appointments using judgment and prioritization skills. Allows for personal preferences and anticipates potential conflicts. Monitors schedule weekly to make preparations for meetings.

• Prepares agendas for various meetings. Records meeting minutes, saves on centralized drive, and emails to meeting participants.

• Organizes and maintains files. Identifies need for additional record-keeping and establishes such records in collaboration with Deputy Director.
• Coordinates expense reimbursement processes for the Deputy Director’s team and ensures we remain complaint with organizational policies and parameters.
• Assists in implementation of the Record Retention policy & procedures.  Scans, electronically files, periodically reviews, and culls records on the retention schedule.
• Assists in preparation of power point presentations and various reports, including research and data compilation.
• Serves as a liaison between the Deputy Director and other staff at times.
• Organizes and implements special projects.

2. Fundraising Team Support

• Work with Deputy Director and Development Manager to support annual fundraising goals and strategy.
• Track grant cycles, including digital and hardcopy files, timelines, sending thank-you letters, deliverables, and reports.
• Maintain repository of boilerplate text for grant proposals and reports.
• Research and develop opportunities for new grant funding when Development Manager assigns such prospect lists.
• Assembles and sends welcome and quarterly packets to individual and church partners and youth sponsors. Manages communication calendar to ensure timely mailings.
• Assembles mail lists and packets for corporate solicitation.  Enters corporate donor data and produces corporate donor reports.
Enter data into tracking systems (e.g., Donor Snap) on a timely basis and keep them up to date.
• Coordinate donor acknowledgements through email and snail mail thank-you notes; and personal communication from Deputy Director and/or Development Manager as appropriate.
• Assist in designing and creating organizational collateral for potential donors and funders, working with communications manager when appropriate.

• Assist with Annual Report creation and dissemination, including compiling information on donors, funders, and financial reports as needed.
• Supports logistics for all development events and campaign touchpoints.
• Help develop web initiatives to increase online giving (e.g., monthly donors).
• Assist Deputy Director and Development Manager in other development-related administrative activities as assigned (e.g., direct mail campaign, monthly donor campaign logistics).

General Requirements:

• Flexibility to accommodate the needs of a growing organization.
• Willingness to go above and beyond the call of duty.
• Evidence of spiritual maturity, including integrity, humility, and self -discipline.

• Adheres to the values of City on a Hill and contributes to the unity of the team
• Completes other activities and tasks as assigned
Involved in monthly hands-on ministry activity
• Attends quarterly all- staff meetings and celebration parties

Knowledge, Skills, and Abilities:

• Clear commitment to life transformation, community revitalization, racial justice, and stewardship of resources.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
• Experience in internal / external communications, community relations, and fundraising preferred.
• Willingness to learn and desire to grow in the nonprofit administration and development field.
• Ability to work well in a collaborative environment with proven interpersonal and teamwork skills.

Experience & Expertise:

• Bachelor’s Degree required, or 5-8 years’ advanced work experience with writing skills, in lieu of education, acceptable.
• Demonstrated ability to work effectively in an office and virtual environment.
• Highly skilled in Word, Outlook, Excel and PowerPoint software, with competency with common research and communication apps, including Google docs, databases, Zoom
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• This position requires a high level of decision-making ability.
• Growing relationship with Christ and involvement in a local church.

Mental/Physical Requirements:

• Ability to sit, walk, stand, bend, and lift frequently throughout the workday.
• Occasionally lifts items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Operates all equipment necessary to perform the job.
• Exposed to a normal office environment.
• Valid driver’s license.

Send resume, cover letter and salary history to: jobs@cityonahillmilwaukee.org