Administrative Assistant

Position Summary:

The Roswell Park Alliance Foundation is seeking a highly organized and detail-oriented Administrative Assistant to support the day-to-day operations of the Foundation. This role provides essential administrative support across multiple divisions, including Finance & Operations, Corporate Partnerships, Marketing and Foundations. The ideal candidate is dependable, proactive, and comfortable juggling multiple priorities in a fast-paced nonprofit environment.

This position plays a critical role in ensuring smooth office operations, and strong internal coordination in support of the Foundation’s divisions and programs benefiting cancer research and patient care at Roswell Park Comprehensive Cancer Center.

Key Responsibilities:

Administrative & Office Support

• Provide daily administrative support to Foundation division leaders across multiple departments
• Serve as a point of contact, in partnership with the Special Events Assistant, for office operations, including phones, mail, supply ordering, and general inquiries
• Assist with scheduling meetings, preparing materials, and maintaining shared calendars
• Assist with processing invoices, expense reports, and related documentation in coordination with the Finance team, ensuring accuracy, proper coding, and timely submission for payment
• Maintain organized digital and physical filing systems
• Perform accurate and timely data entry into donor databases, CRM systems, and internal tracking tools
• Ensure data integrity and confidentiality at all times
• Assist the VP of Finance & Operations with preparation of Foundation Board and Committee meeting materials
• Work with Finance team to Issue grant award letters and endowment distribution memos to principal investigators
• Provide administrative assistance to the Corporate Partnerships team, including contract tracking and sponsor fulfillment support
• Assist the Marketing team with tasks such as asset organization, scheduling and tracking.
• Help track timelines, deliverables, and approvals across departments
• Support special projects and other duties as assigned

Qualifications

• High school diploma required; associate’s degree or higher preferred
• 2 years of administrative or office support experience, preferably in a nonprofit or professional office setting
• Strong data entry skills with exceptional attention to detail
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM or donor databases a plus
• Excellent organizational, time management, and communication skills
• Ability to handle confidential information with discretion
• Comfortable managing multiple tasks and shifting priorities

Preferred Attributes

• Familiarity with nonprofit organizations or donor data systems
• Self-starter with a collaborative, service-oriented mindset
• Commitment to the mission of Roswell Park Alliance Foundation

Work Environment: This is an in-person position based in Buffalo, New York.

Salary: $45,000