Charitable Advisors LLC
  • 08-Jan-2018 to 09-Feb-2018
  • - Fair Haven Foundation
  • Indianapolis, IN, USA
  • Part Time

Mission:  To share the love of Jesus Christ with seriously-ill patients and their families by providing gracious hospitality and compassionate support to seriously-ill patients and their families traveling to Indianapolis for critical medical care.

Role Description:

The role of the Administrative Assistant is to be responsible for organizational administrative functions and to support executive staff.  This support position ensures efficient and organized functioning of the organization; this is a key role in advancing the mission of Fair Haven Foundation.  The Administrative Assistant will work under the executive staff and will job share with another part-time employee.   It is a part-time, non-exempt position. 

Administrative Support Functions Include (Primary Role):

  • Support accountant in the bookkeeping process by providing accurate and timely reports.
  • Track organizational expenses and assist the accountant in monthly bank reconciliation.
  • Prepare accurate and timely program reports, graphs, and key performance indicator reports.
  • Responsible for organized record-keeping and maintaining organizational files, both electronic files and paper files. 
  • Provide administrative support to the Executive Director and Development Director.
  • Support the Board of Directors with timely meeting reminders, minutes, and distribution of materials.
  • Support the housing program and housing application process.
  • Provide office support to include phone, voicemail, fax, email, website, calendar management, office supply inventory, and by ensuring that office equipment is in good working order.
  • Manage and complete special projects as needed.
  • Job share with another part-time administrative assistant and support with vacation coverage and back-up role as needed.

Development Support Functions Include (Secondary / Back-up Role):

  • Track donations in the donor database by maintaining updated donor records and completing accurate and timely donation entry.
  • Complete and mail accurate and timely donor acknowledgments and receipts.
  • Prepare donor database reports.
  • Maintain a complete, updated, and accurate mailing list and email distribution list.
  • Assist with preparation for event organization and management.
  • Manage and complete mass mailings.
  • Provide support to individual donors, volunteers, organizational committees, and community volunteer groups.
  • Assist with grant applications and grant reporting requirements. 
  • Assist in the development and distribution of newsletters and other communications. 
  • Perform other specific projects as determined by the Executive Director and/or the Development Director.

Qualifications:

  • Minimum 2 years of experience in office administration, with non-profit experience preferred
  • Excellent computer skills in word-processing, database management, spreadsheets, and electronic communications software, with experience in donor database management preferred
  • Strong ability to organize, prioritize, manage multiple tasks, and be flexible in work assignments
  • Excellent initiative, problem-solving, and independent work skills
  • Excellent written and verbal communication skills
  • Strong attention to detail and accuracy
  • Collaborative skills to work cooperatively with staff, board, and volunteers
  • Excellent "customer-service" skills in interacting with donors and volunteers
  • Empathetic and caring demeanor with ability to work well with families in crisis (minimal exposure in this role)

Support and passion for Fair Haven's mission, vision, and core values

ATTENTION: Be Prepared - To assist you and the search committee in discerning your match for the position, we suggest you prepare your responses to these questions prior to hitting "APPLY" to make your application. Applications will not be considered without question responses.
1) What experiences and qualities make you a uniquely qualified match for this position?
2) How have you increased the efficiency and effectiveness of the people and organizations that you have supported in an administrative role?
3) What are your strongest skills?
4) What attracts you to work for this particular organization?

Click the APPLY button to submit cover letter and resume.

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