Providing Answers, Support and Hope in Pennsylvania, Delaware and Southern New Jersey

Administrative Assistant

Published October 7, 2022

Reports to: LFA Philadelphia Tri-State Chapter CEO

Employment Classification: Part-Time Non-Exempt Position

Position Summary

The Administrative Assistant is a highly motivated self-starter with strong organizational, computer and communication skills.

The Administrative Assistant will provide overall administrative and organizational support to the CEO, and other professional staff. The Administrative Assistant is a primary contact for constituents and must maintain a high level of courtesy and professionalism and be knowledgeable about the resources provided by the Lupus Foundation of America. This is a part-time position for approximately 20 hours per week and can be a hybrid position with at least 2 half-day per week in the Jenkintown, PA office during regular business hours.

Responsibilities

• Responsible for assisting the CEO with a variety of administrative tasks, such as data entry, filing, photocopying and mailings.
• Open mail, record on Weekly Batch Receipts Form, copy checks and file relevant paperwork in preparation for data entry, according to Chapter office procedures as assigned.
• Communicates pleasantly, efficiently, and effectively with constituents and the general public, volunteers, supporters, and staff.
• Answers and triages incoming telephone calls and voicemails and route to appropriate staff for follow up as necessary.
• Maintains electronic and paper files according to Chapter guidelines.
• Assist with administration of mailings
• Manage office supplies
• Manage general office vendors including but not limited to: postage (Fed Ex and USPS), general office supplies, Amazon and others as directed by the CEO.
• Process Guggenheim grant in aid applications to ensure documentation is complete and prepare for review by CEO.
• Reconcile monthly credit card statements
• Process invoices for payment
• Manage the mailing of items ordered from the online store
• Maintain Chapter database (RE/NXT)
  • Add new constituents and update current constituents as needed.
  • Record gifts and enter data into Chapter database
  • Create/run reports (ie. donor, events, mailing lists)
  • Update database with monthly reports from national
• Maintain peer to peer fundraising system (TeamRaiser)
  • Managing RELO and transfer of data between TR and RE/NXT
  • Assist the Special Events Manager as needed with set up and maintenance
• Produce gift acknowledgments for donors
• Reconcile checks received and documented in RE with cash deposits with the CEO.
• Assist with fundraising events as needed
• Assist with special projects as assigned.

Education and experience:

• High school diploma, completion of a relevant internship, or a minimum of one to three years clerical experience
• Ability to use standard office equipment and strong computer skills including proficiency in all MS applications
• Detailed multi-tasker with strong organizational skills
• Excellent communication skills to interact effectively and diplomatically
•  Good writing, proofreading, and editing skills
• Team player with service centered approach to work
• Capable of meeting deadlines
• Experience in Raiser’s Edge/NXT (RE/NXT) or other CRM preferred
• Ability to work an occasional evening or weekend related to an event or program.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The Lupus Foundation of America, Philadelphia Tri-State Chapter, Inc. reserves the right to change, modify, suspend, delete, or depart from any and/or all parts of this position description, at any time. Nothing in this position description is intended to limit the Agency’s rights in any manner.

How to apply

Please submit your resume along with a cover letter and references to careers@lupustristate.org. The Lupus Foundation of America Philadelphia Tri-State Chapter is an equal opportunity employer.