Administrative Assistant

The Foundation Administrator serves as a key member of the Jewish Federation of Omaha Foundation team, providing administrative, donor relations, communications, and event support to advance the Foundation's mission. This position is responsible for coordinating donor communications, maintaining accurate records, supporting charitable fund administration, assisting with weekly financial processing, creating marketing materials, and ensuring exceptional service to donors, professional advisors, volunteers, and community members.

The ideal candidate is highly organized, detail-oriented, customer-service focused, technologically proficient, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

The mission of the Jewish Federation of Omaha Foundation is to gather, preserve and increase philanthropic giving to ensure the continuity and enhancement of Jewish life in Omaha.

ESSENTIAL JOB FUNCTIONS

Administrative Support

• Prepare and coordinate weekly birthday card mailings.
• Process and acknowledge tribute gifts.
• Executive Director correspondence.
• Generate donor thank-you letters and acknowledgments.
• Maintain and update donor databases, mailing lists, and Constant Contact records.
• Coordinate death notifications and condolence correspondence.
• Maintain monthly LOVE membership updates.
• Process new donor-advised funds and endowment funds using established procedures and checklists.
• Create and maintain electronic and physical filing systems.
• Scan and archive documents to appropriate accounting and organizational drives.
• Order office supplies and maintain inventory.
• Maintain community calendar information and updates.
• Perform other administrative duties as assigned.

Communications and Graphic Support

• Create small advertisements, flyers, and promotional materials.
• Design and distribute electronic invitations.
• Assist with the development of presentations, videos, and visual communications.
• Support branding and communication efforts across Foundation initiatives.
• Assist with community-wide communications and mailings.
• Assist with production and distribution of the Omaha Jewish Alumni Association (OJAA), Advisor and Monthly Foundation newsletters.
• Prepare and coordinate event invitations, registrations, and logistics.
• Write occasional Jewish Press article.
• Coordinate layout and assignments for Annual Report.

Financial and Fund Administration Support

• Process weekly donor-advised fund grant recommendations and distributions.
• Prepare and process weekly donor-advised check letters and check deposits.
• Coordinate and document weekly wire transfers.
• Generate charitable tax receipt letters and acknowledgments.
• Maintain donor-advised fund logs and prepare documentation for approval.
• Assist with administration of Teen Tzedek charitable accounts.
• Process and maintain Green Sheet documentation.
• Update and maintain the Life & Legacy dashboard and related reports.
• Coordinate ACH additions and payment setup for outside organizations.
• Maintain RBJH documentation and tracking records.
• Support Foundation financial administration through accurate recordkeeping and reporting.
• Ensure compliance with Foundation policies, procedures, and donor intent.

Knowledge/Skills/Abilities:

• Commitment to supporting the mission of the Jewish Federation of Omaha Foundation and an appreciation for Jewish values and community.
• Exceptional organizational, time-management, and project management skills, with the ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail, accuracy, and follow-through.
• Excellent interpersonal, written, and verbal communication skills.
• Customer-service oriented with the ability to build positive relationships with donors, volunteers, professional advisors, and community members.
• Ability to maintain confidentiality and handle sensitive donor and financial information with integrity, professionalism, and discretion.
• Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with donor databases, CRM systems, and email marketing platforms such as Constant Contact or Give Smart preferred.
• Experience with Canva, Adobe Creative Suite, or similar graphic design and communication tools preferred.
• Valid driver's license and proof of automobile insurance required.
• Ability to pass a background check and drug screen

Education and Experience:

• Associate's degree required; bachelor's degree preferred.
• Minimum of 3 years of administrative, nonprofit, financial services, customer service, or related experience.
• Experience working with databases, donor management systems, or CRM platforms preferred.
• Experience with nonprofit organizations, philanthropy, or fund administration is a plus.

Physical Requirements

Occasionally = 0% - 33% of the work day

Frequently = 34% - 66% of the work day

Constantly = 67% - 100% of the work day

· Must be able to remain in a stationary position working on a computer in an office environment.

· operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

· The person in this position needs to move about inside the office to access file cabinets, office machinery, etc.

· The person in this position communicates with others. Must be able to exchange accurate information in these situations.

· Able to operate a company vehicle and/or personal vehicle for off-campus business as requested.

· Ability to lift up to 25 pounds.

· The person in this position frequently communicates with employees and outside contacts. Must be able to exchange accurate information in these situations.

Pay: From $45,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Non-profit accounting/fund accounting/financial operations: 5 years (Required)

Work Location: In person

Salary : $45,000