Position Summary:   To oversee all administrative duties, including those associated with dream fulfillment, for the Children’s Dream Fund. To provide outstanding organizational support and represent the Children’s Dream Fund as the point of contact for the public, maintaining friendliness and professionalism, while undertaking administrative responsibilities.   Provide assistance to all staff.

Essential Duties and Responsibilities include the following. Other duties may be assigned to meet business needs.

Administrative Duties

·         Welcome and greet all office visitors and direct them to the appropriate location

·         Manage phone system.  Answer all incoming phone calls and take messages for staff

·         Pick up and distribute mail and deliveries daily.   Drop mail at the end of the day

·         Assist Dream Department with tasks outlined below

·         Assist Development team with signature events, community events, and donor stewardship as needed

·         Run errands as needed

·         Track and order office supplies including but not limited to marketing materials, brochures, letterhead, other printed materials, stamps, balloons, helium, t-shirts, plaques, paper products etc.

·         Oversee cleanliness of office areas including kitchen, storage, and reception area

·         Handle planning for board meetings which requires scheduling, sending meeting notices typing and mailing agendas/reports, maintaining list of attendees, arranging catering and room set up.

·         Attend fundraising events, seminars, meetings as directed by the Executive Director

·         Print photos for the office upon request; create presentations

·         Familiar with all office machines, including copier and postage meter.   Assist staff; train new employees and office volunteers as needed.

·         Accept and send tickets to dream families for donated sporting games and other events.

·         Participate in proactive team efforts to achieve departmental and company goals.

·         Provide leadership to others through example and sharing of knowledge/skill.

·         Miscellaneous administrative tasks as directed by the Executive Director.

·         Point person for IT

Dream Assistance

·         Create quarterly dream reports

·         Send routine communication to dream families before, during and after their Dream

·         Create dream itineraries, spending requests and send dream related forms

·         Assist with dream deliveries by ordering cakes, assembling gift bags, and setting up Dream Delivery room

·         Track and order/purchase items related to dreams

·         Manage Dream granted mailings

·         Open and close all Dream files

·         Miscellaneous tasks directed by the Director of Dreams

Qualification/Requirements:

•         Excellent written and verbal communication, customer service and time management skills

•         Ability to read, analyze and interpret documents.  Ability to write routine reports and correspondence.  Ability to respond to common inquiries or complaints from clients or members of the community.  Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization

•         Proficient personal computer skills including electronic mail, recordkeeping, routine database activity, word processing, graphics, photo editing, Constant Contact, Excel, Adobe Suites, eTapestry ACT.   (Will provide training for eTapestry and ACT)

•         Ability to handle multiple tasks simultaneously

•         Ability prioritize, organize and delegate assignments

Education/Training/Experience:

·         Bachelor’s Degree (B.A.) from four-year college or university; or two years related experience and/or training or equivalent combination of education and experience

·         Knowledge or experience in non-profit organizations a plus

Physical Demands:

Light physical activity performing non-strenuous daily activities of a production /technical nature.

Manual dexterity sufficient to work with fingers.

Other:

Attend Children’s Dream Fund events on evenings and occasional weekends.  Average  5+ hours per month.

The above description is intended to describe the general content, identify the essential functions and the requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.