Administrative Specialist, Development

ADMINISTRATIVE SPECIALIST, DEVELOPMENT

POSITION SUMMARY

Provides support to the Philanthropic Planning Program and Mission Program. This currently includes direct support to three Development Officers and supports the Travel Programs Manager for Federation Missions.

ESSENTIAL JOB FUNCTIONS

Administer the Philanthropic Planning & Legacy Society Program

• Maintains accurate donor records in donor database as it pertains to the Legacy Society, living & deceased as well as tracking bequests
• Provides reports from donor database regarding all aspects of Legacy Society
  • Tracks all details related to stewardship of Legacy donors including, but not limited to entering donor data, delivery of Papercut Gifts, Endowment Book of Life Statements, and Lion of Judah Endowments
  • Prepares and distributes annual donor information letters with K1 forms
  • Prepares framed paper cuts to welcome donors to Legacy Society
  • Enters codes for legacy donors from first verbal commitment to final recognition
  • Tracks and monitors details of Legacy Society Donors life events in order to provide Development Officers with the tools to best steward donors. This includes, but is not limited to birthdays, anniversaries, expressing condolences, and milestone events

Additional Duties/Responsibilities

Florida Receptions 

• Provides Administrative support for the Florida Receptions 
• Coordinates all details including save the date, formal invitation, name tags, event registration, itinerary for donor visits and reports
• Manages all details of Florida Host Committee and Florida Invitees in database
• Coordinates Summer Florida Host Committee Planning Meeting
• Manages calendars and scheduling for Florida receptions

Federation Missions

• Provides Administrative support for the Travel Program Manager, Missions 
  1. Prep and assist in scheduling, preparing, and organizing mission informational sessions, fielding questions from possible participants
  2. Assist with creation of budgets, accountable for adherence to the approved budget
  3. Coordinate with travel vendors, such as airlines, tour operators, speakers, and destination management companies 
  4. Prepare mission itineraries and track all mission related travel details for participants and staff
  5. Help create and track follow-up plan with mission in coordination with others; ensure accurate tracking in database to help manage reunions, solicitations, and follow-up

Charitable Tax Seminar

• Annually manages and supports all logistical aspects of the program of 150 financial advisors, attorneys, accountants and insurance professionals:
  1. Logistical details related to securing location & details
  2. Updating and managing invitation list in database
  3. Management of invitation and RSVPs
  4. Assists with securing continuing education certifications
  5. Day of details include name tags & overseeing registration 
  6. Coordination of materials needed for the day 

Professional Advisory Council & Federation’s Professional Monthly Advisors Group

• Coordinates quarterly meetings of Professional Advisory Council 
• Coordinates monthly Professional Advisor meetings 

General Administrative Responsibilities

• Coordinates meeting logistics by: managing scheduling, communications, arranging logistics of the meetings/follow-up and ensuring all required materials are available as needed. 
• Interacts professionally on a regular basis with staff, donors, advisors, and the general public. 
• Processes expense and mileage reports.
• Assumes additional responsibilities and performs special projects as needed or directed.
• Assists in the Campaign for Jewish Needs (annual campaign) as required.
• Answers telephones, takes messages, refers callers to appropriate staff and/or answers their questions (i.e. event information, phone numbers, addresses).
• Fields donor calls and provides excellent customer service. 

REQUIRED QUALIFICATIONS 

Knowledge, Skills, Abilities and Personal Characteristics

• Ability to develop and write business correspondence
• Ability to organize work, engage in a variety of tasks simultaneously, and consistently meet deadlines
• High attention to detail, follow-up, self-motivated, proactive, and solution focused
• Well-developed customer service skills
• Ability to express self effectively and concisely, both orally and in writing
• Ability to tactfully and effectively deal with public and staff in a personable and professional manner
• Maintains a high level of energy and a consistent positive attitude  

Education and Experience

• High school diploma or GED, associate's degree preferred
• At least 3 to 5 years of administrative assistant experience

ABOUT THE FEDERATION

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland’s hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.