What are the responsibilities and job description for the Executive Development Assistant position at KANSAS HUMANE SOCIETY OF WICHITA INC?
Come join the Kansas Humane Society pack! We are looking for an Executive Development Assistant that loves being an important part of an animal's life.
***KHS is a qualified employer for the Public Loan Service Forgiveness program.***
We offer:
- Opportunity for two pay increases per year!
- Generous paid time off
- 10 paid holidays per year
- Paid time when closed for Inclement Weather
- Comprehensive low deductible health, pharmacy and dental plans
- Vision insurance plan
- SIMPLE IRA Retirement Plan with a generous company match
- Pre-tax spending accounts for health care and childcare expenses
- Discounted YMCA membership
- Discounts on adoptions, retail store items, basic veterinary services and medicine, and pet food
- Employee Assistance Program
REPORTING RELATIONSHIPS
Position Reports To: Chief Development Officer (CDO)
Positions Supervised: None
POSITION PURPOSE
Providing overall support to the KHS Administrative/Development Departments by undertaking tasks as needed. This person is responsible for providing support to the CEO & CDO in their daily tasks, schedules and client communications. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This includes, but is not limited to, donation and data entry, preparing acknowledgment and recognition letters, assisting in coordination of KHS mailings. This candidate will also provide support for the KHS volunteer department by tracking volunteer positions, managing volunteer hours, assisting with special events as needed, volunteer/donor recognition and retention, and collaborating with other KHS staff on new initiatives.
The Executive Development Assistant should have a full, integrated comprehension of all KHS activities in order to effectively plan and coordinate activities.
The Executive Development Assistant will be expected to be an example of the KHS Core Values and proactively collaborate with other community organizations. This position requires high levels of customer service, verbal and written communication skills, organizational skills, attention to detail, and time management. We are seeking a self-motivated and disciplined person for this role.
ESSENTIAL FUNCTIONS
Administrative tasks: Lead orientations and volunteer classes as needed. Assist with proofreading, composing and editing correspondence, entering meeting notes and data into development software. Process credit cards (from pledges, mail, on-line and phone), meter outgoing mail, assist with data entry, printing and mailing of letters, change addresses and/or take off mailing list as requests received, help with grant forms and special events as needed, shredding, filing, order lunches for meetings as needed, monitor inventory of administrative paper needs, envelopes, letterhead etc. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Team’s ability to effectively lead the company. Assisting with special projects including designing and producing documents, reports, presentations and collecting and preparing items for meetings and presentations in coordination and collaboration with the CDO and/or CEO. Provide timely, polite, and respectful internal and external customer service regardless of the circumstances. Must remain calm, flexible, and willing to see other perspectives.
Data entry: Enter donations into donor database for all private contributions to the Kansas Humane Society. This includes but is not limited to processing donations made via lockbox, daily checks, cash, credit card, and donations made during admissions and adoptions, as well as special events, and in-kind donations. Update and complete donor contact information, “do not solicit” attributes as needed, and assist with other data management tasks as needed. Manage volunteer applications, complete online onboarding and training for all new volunteers. Assist with the creation of volunteer schedules and tracking volunteer activities. Prepare and maintain records and reports within the volunteer program.
Acknowledgement letters: Runs mail-merged donor acknowledgement letters daily, proofing and preparing them for signature. Uploads updated master letters to donor database each quarter
Team interaction: Actively supports staff, board members and other volunteers to advance KHS goals and mission. Successfully function as part of the development team, assisting co-workers in urgent duties that may be outside of the job requirements. Represents KHS in a professional and courteous manner at all times. Provides quality service to donors, clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
Confidentiality: This position may be responsible for taking minutes, managing confidential information regarding staff and clients, and be privy to executive level information. This position will be required to maintain strict confidentiality at all times, without exception.
Education/Certification: High school diploma/GED, valid Kansas driver’s license and dependable transportation.
Experience Preferred: Minimum 1 year experience in an office environment.
Required Knowledge: High levels of customer service, verbal and written communication skills, organizational skills, attention to detail, and time management are a must. Self-motivated, disciplined, task oriented, follow verbal and written direction, and perform well with minimal supervision. Ability to present to, engage, motivate, and excite large groups. Computer proficiency in a Windows and Microsoft environment, Excel and Word experience required.
Skill/Abilities: Excellent organizational skills, written skills and attention to detail are required. Ability to be self-motivated and disciplined. Ability to perform well with minimum supervision, follow directions, be task-focused and handle multiple projects at the same time.
PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
Talking: Ability to speak effectively and communicate clearly.
Average Hearing: Able to hear average conversations.
Repetitive Motion: The employee is regularly required to type, stand, sit, kneel, and squat.
Finger Dexterity: The employee is regularly required to use hands to type.
Average Vision: Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Physical Strength: Occasionally lift and/or move up to 40 pounds. May also walk or sit for long periods of time.
WORKING CONDITIONS
General office environment. Surroundings may be noisy at times. Adequate lighting. Employee and shelter animals often are in office space.
MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
Reasoning Ability: Make decisions independently, must have respect for the human/animal bond. Ability to deal with a variety of variables under only limited standardization.
Mathematics Ability: Ability to add, subtract, multiply and divide in all units of measure using whole numbers and common fractions.
Language Ability: Ability to read, analyze, and interpret documents. Ability to communicate clearly.
INTENT AND FUNCTION OF JOB DESCRIPTIONS
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
Salary : $15