Development Administrative Assistant - Part Time

About Nourish:

Nourish Pierce County is Western Washington’s largest network of food banks. Nourish Pierce County’s mission is to provide nutritious food and support services to people in need with compassion, dignity and respect. With six brick and mortar food bank locations and an award-winning mobile food bank that serves fifteen additional sites, Nourish served nearly 58,000 individuals in 2023. With the assistance of more than 500 volunteers, our goal is to provide each person or family with enough food for three nutritious meals a day for three days a week. All Nourish food banks operate on a self-select model, encouraging clients to choose the foods that best meet their family’s needs. Clients are asked to limit their visits to once a week, but no one in need is turned away. For more information on Nourish Pierce County please visit: www.nourishpc.org

Position Title: Development Administrative Assistant

Reports to: Development Manager

Status: Part-time in-person; 24 hours per week. Monday-Thursday, flexible; occasional evening. and weekends as needed.

Purpose: The Development Administrative Assistant is an essential staff member, performing essential development support, office management, and clerical duties. This position plays a key role in managing our donor database, creating and maintaining donor records, ensuring contributions are recorded quickly, efficiently, and accurately, and assisting with donor stewardship. The person in this role will oversee Nourish’s front desk - greeting visitors in person and over the phone. They will oversee the phone system and general email – answering phones/emails, updating information, and directing inquiries. They will organize paper and electronic files, order and manage office supplies, and assist with purchasing as needed, as well as other duties that support the central office, which includes the development, volunteer, accounting, and executive teams.

A successful candidate for this position must have excellent computer, organization and problem-solving skills, great customer service skills, and the ability to work independently and adhere to designated timelines.

Essential Duties and Responsibilities:

Development Program Support: 75%

• Ensure accurate record-keeping in the donor database;
• Enter gift data and create, print and mail donor acknowledgement letters;
• Create, input, and update donor information in the donor software program, Bloomerang, updating addresses, correcting salutations, and so on;
• Assist with Nourish fundraising events and outreach efforts that are critical to the organization’s success such as the annual luncheon;
• Assist with making phone calls to donors, prospects, event invitees, and others as requested;
• Produce development reports and generate lists for mailings or other needs;
• Assist in creating and editing correspondence, newsletters, and other documents including editing and preparing documents for printing and emailing;
• Processing donation payments and refunds;
• Ensure that necessary donation information or reports are provided to Development, Accounting, or other departments as needed;
• Work in collaboration with the Accounting team to reconcile development activity;

Administrative: 20%

• Oversee front desk and administrative needs;
• Ensure that the front desk is well-organized and stocked with supplies and handouts;
• Greet visitors and provide in-person information as needed;
• Receive and record food donations that arrive at the office; ensure that received food donations are distributed to food banks within one business day;
• Provide community members with accurate information in person, by telephone, and electronically; Route calls, take and distribute messages; Refer callers to other organizations as appropriate;
• Manage phone system, creating and updating auto attendant messages as needed for closures, holiday hours, change in hours or locations, and so on;
• Process office supply and equipment request orders; monitor inventory, follow purchase approval and documentation procedures, and manage office supply budget;
• Coordinate, train, and support administrative office volunteers; collaborate with Volunteer Coordinator to recruit administrative volunteers as needed;
• Sort, process and send mail;
• Maintain office equipment including copier and VOIP phone system; ensure that backup supplies are always on hand (toner, for example), and make arrangements for office equipment maintenance or repair as necessary;
• Update and maintain standard operating procedures for all day-to-day duties; including the donor database, office inventory, accounting reconciliation, etc.;
• Provide support and assistance for the CEO and Deputy Director for projects, scheduling meetings, and special assignments as requested; Assist with meeting preparation and setup as directed;

Other: 5%

• Participate in appropriate workshops, conferences, and community meetings related to development, administration, and food banks; Maintain current required certifications as appropriate;
• Attend and participate in staff meetings, training, and retreats;
• Assists Nourish staff, donors, volunteers and clients with other duties as requested;
• Treats all staff, volunteers, clients and the public with compassion, dignity, and respect;
• Other duties as assigned;

Competencies:

• Excellent oral, verbal, and written communication skills using the English language including the correct use of English grammar and punctuation on all written materials and the ability to edit and correct written material or information when requested;
• Excellent customer service skills, such as friendliness, outgoing personality, etc.;
• Knowledge of and experience with Microsoft Office software (Word, Excel, PowerPoint and Outlook);
• Experience with and ability to use Internet browsers;
• Ability to comprehend and follow written and oral directions;
• Excellent initiative and problem-solving skills;
• Excellent organizational skills;
• Experience with fundraising database systems (e.g. Bloomerang, Raiser’s Edge).
• Quick learner;
• Ability to work independently with minimal direction;
• Ability to transition between tasks quickly and accurately;

Physical Requirements:

• Must be able to lift up to 30 lbs;
• Must be able to sit or stand for up to 8 hours;
• Must be able to communicate detailed information in the English language clearly in person, in writing, with a desktop computer workstation, and using a telephone.

Required Education, Skills and Experience:

• One year or more professional experience working with non-profits;
• One year or more professional experience working with CRM platforms (Bloomerang preferred);
• Experience, confirmed by professional references, of excellent organizational and communication skills;
• Experience, confirmed by professional references of ability to manage detailed tasks in a deadline-driven environment.

Preferred Education, Skills and Experience:

• One year or more year professional fundraising or fundraising data entry experience;
• Two years or more experience providing administrative support in a professional setting;
• Completion of high school or GED (AA or higher preferred);
• Some QuickBooks familiarity is helpful.

Compensation and Benefits:

This is a part-time, non-exempt position with an hourly rate of $22.00 per hour. Benefits include12 part-time, prorated paid holidays per year, part time-prorated paid vacation and sick leave.

How to Apply

To apply, please fully complete the online application and attach a PDF of your cover letter and contact information for three supervisor professional references.

Hours per week: 24

Job Type: Part-time

Pay: $22 per hour

Nourish Pierce County, at its discretion, or when directed by public health authorities may require proof of vaccinations or the use of protective face coverings or gloves while in the workplace.

Equal Opportunity Employer

Nourish is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.