The Alzheimer's Association, Vermont Chapter offers a variety of education, information, advocacy and support services to persons with dementia, their families, health care professionals and the community. The Vermont Chapter is based in Williston, VT and serves the entire state. The Office Administrator provides key administrative and office support for all staff of the Alzheimer's Association, Vermont Chapter.
Essential Job Functions
General Administrative Duties:
Donation Receipt and Processing:
- Create a lasting "first impression" of the organization.
- Answer office phones and welcome visitors
- Refer callers as needed to the 24/7 Helpline
- Receive/distribute mail and prepare outgoing mail/packages
- Maintain inventory of office supplies
- Assist with preparation for meetings and Chapter events
- Help with planning and executing education events and fundraising special events as needed
- Data entry of semi-annual reporting for media impressions
- Coordinate weekly "In The Works (ITW)" staff meeting
- Work with internal and external vendors for technical, communication, and equipment support and vendor negotiation
- Maintain volunteer job listings on external websites such as Volunteer Connection
- Coordinate schedule of office volunteers, serving as a primary point of contact, tracking their tasks and assignments, and ensuring quality results
- Other functions as needed to meet Chapter compliance requirements.
Accounts Payable & Receivable:
- Responsible for copying, acknowledgement, logging and mailing of deposits to our donation processing vendor or National office for all events, general donations, memorials, grants, etc.
- Coordination of Chapter acknowledgement process for gifts received at the chapter including tribute/memorial donations. Notify appropriate staff of all gifts of $100 or more
- Update donor database with returned mail/address changes/donor requests
- Monthly reconciliation of vendor deposit reports, work with Donor Services to solve any discrepancies and file with Chapter Finance lead
- Prepare payment requests/invoices for processing by national Accounting Department, including preparation of all Recurring Payment Requests for rent, maintenance etc.
Logistical support for the Walk to End Alzheimer's ("WEA"), The Longest Day ("TLD"), Reason to Hope Dinner & other chapter special events
- Facilitate purchasing of equipment, permits, licenses or office supplies for the Chapter staff Chapter Website & Database Maintenance
- Chapter lead for Kentico website platform. Coordinates maintenance/updating of website content assuring landing page is "fresh" and up to date, page banners align with current Chapter events, etc.
- Work with Chapter staff to update secondary pages on a bi-monthly basis
- Maintain central files, databases and documentation as required
- Become certified Personify CRM and Team Approach Donor Database user
- Support input and maintenance of data quality
- Become "Super User" for the Convio fundraising database
- Ability to update content for multiple websites including the Walk to End Alzheimer's, Reason to Hope events, Camel's Hump Challenge and additional websites as needed
- Serve as the primary customer service liaison to address staff and participant questions/concerns for special event websites functionality and/or online fundraising
- Oversee offline accounts receivable process for the Reason to Hope Dinner
- Coordinate logistical needs for the flagship Walk to End Alzheimer in Shelburne and other special events
- Act as point person for participant questions/concerns, triaging questions to appropriate community walk coordinators or staff as necessary.
The job profile is not intended to present an exhaustive list of duties. The Administrative Assistant will be required to follow instructions or perform other duties as requested by his/her supervisor. Essential elements may change when necessary. TO APPLY, PLEASE CLICK HERE
- High school diploma required. Two years post-secondary education in a related field preferred
- Two years of experience as an administrative assistant, secretary, office manager or similar position
- Proficiency with Microsoft Office, including Word, Excel and PowerPoint. Experience with digital platforms or software programs such as Publisher or InDesign a plus
- Proficiency with email, calendar and contacts using Google Chrome
- Proficiency with constituent database management programs. Accurate data entry skills
- Accurate proofreading skills
- Must be able to communicate effectively with people of diverse backgrounds and ages
- Excellent telephone and in person customer service skills
- Strong organizational skills and attention to detail
- Commitment to the mission of the Alzheimer's Association