Administrative Specialist

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Kim Martin
Kim Martin
Tenth Anniversary
in Jobs Board
The Medic One Foundation, located in Bellevue Wa, is looking for a candidate to fill our Administrative Specialist position.

BASIC FUNCTIONS AND PURPOSE OF THE POSITION:
The Administrative Specialist plays an integral role in supporting Medic One Foundation’s mission to support excellence in pre-hospital emergency care. Primary areas of responsibility include managing office operations, equipment and supplies, gift entry in Raisers Edge, providing administrative support to senior staff, and helping to coordinate fundraising, donor relations, grant-making, and Board of Director activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative Support:
  • Produce letters, reports, meeting minutes, and assist with PowerPoint presentations
  • Schedule meetings, prepare meeting packets, make site and catering arrangements, record minutes
  • Organize, file, and maintain administrative records, both electronic and physical
  • Oversee general office operations, including answering/directing calls, processing mail, data entry, copying and greeting guests
  • Coordinate maintenance of office equipment
  • Order and maintain supply inventory
  • Attend meetings, when appropriate, and record/distribute minutes
  • Establish and maintain a central filing system to ensure timely access to donor and administrative information
  • Manage monthly calendar of meetings and events/activities
Gift Entry and Donor Relations
  • Perform timely gift entry and data processing in Raiser's Edge database.
  • Generate timely acknowledgement letters, pledge payment reminders, and other donor communications.
  • In concert with Foundation staff, develop and implement processes for maintaining and updating regular and special occasion acknowledgements (both database-generated and handwritten).
  • Update and maintain accurate donor records and database integrity.
  • Assist in preparing lists as needed by staff, Board, and volunteers.
  • Maintain non-donor constituent lists in the database, i.e., EMS providers, government officials, estate attorneys/professionals, media, etc.
Board / Committee Development and Communication
  • Assist the Executive Director with:
    • Coordinating Board and committee meetings, including room reservations, catering, board packet preparation, audio visual requirements, speaker confirmation, record/distribute minutes
    • Prepare Board and committee correspondence
    • Coordinate Board social activities
Grant Administration
  • Assist the Executive Director with:
    • Distributing Medic One Foundation grant application RFP’s
    • Reviewing applications for appropriate documentation
    • Preparing and distributing application packets to grant review committees
    • Preparing award letters
    • Recording and distributing meeting minutes
    • Monitoring fulfillment of grantee reporting requirements
    • Maintaining historical records and files on Foundation grant awards
Other Duties:
  • Participate in Foundation events, including but not limited to the Lifesavers Gala and Legacy Society activities that can be utilized as cultivation and/or stewardship activities for prospects and donors. 
  • Perform other duties as requested, delegated, or assigned.   
POSITION SPECIFICATIONS:

EDUCATION: AA or equivalent work experience required
EXPERIENCE: 3+ years of administrative support in an office environment., non-profit organization experience preferred

KNOWLEDGE AND ABILITIES:
  • Excellent computer skills, including proficiency with Microsoft Office Suite, Zoom, and Teams.
  • Basic knowledge of Raisers Edge and NXT
  • Excellent telephone etiquette
  • Strong organizational skills and attention to detail.
  • Must be able to interact appropriately with high level volunteers.
  • Ability to handle confidential information appropriately.
  • Ability to organize and prioritize a diverse workload in a busy environment.
  • Demonstrated ability to work concurrently on diverse projects under pressure and to maintain high standards for accuracy
  • Ability to work independently as well as be a collegial member of a team.
JOB CONDITIONS AND PHYSICAL EFFORT: Duties and responsibilities are performed in an office environment.

HOURS: Part-time (30 hours week), non-exempt staff position, Monday thru Friday. Position may require after hour and weekend work.


BENEFITS: The Foundation provides a cash benefit payout of 24% of an employee’s base hourly wage to purchase medical insurance for themselves and their dependents and to help fund a retirement program. Included in your employment is employer-paid vision, dental, disability, and life insurance coverage. The Foundation is located close to major bus lines and parking is free.


SALARY RANGE: From $20.00 per hour / DOE


LOCATION: Bellevue, WA


Email Cover Letter and Resume to info@mediconefoundation.org


Job posting closes 5/7/21


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