Administrative Assistant Development, NIJC

National Immigrant Justice Center; Chicago (IL); Hybrid; USD 25,000 - 30,000; Part time

Job summary

National Immigrant Justice Center (NIJC) seeks a Development Administrative Assistant to support the fundraising team with mail processing, donor communications, and invoicing. The role involves updating donor information in the database, tracking sponsorships, and assisting with events and RSVP management.

Hybrid workplace with in-office duties, and potential remote work after 90 days based on performance and team needs.

Qualifications

• Experience providing administrative support in an office setting in nonprofit environments.
• Familiarity with donor communications, invoicing, and record-keeping.
• Ability to maintain confidential donor information and manage multiple tasks.

Responsibilities

• Process donor mail, donations, and invoices; track in donor database.
• Support event planning and sponsor recognition activities.
• Maintain paper and electronic donor files; ensure record retention.
• Coordinate RSVP management and donor communications for events.
• Assist with general administrative tasks during high volume periods.

Skills

Administrative support

Nonprofit fundraising

Communication skills

Attention to detail

Education

Associate degree with 2 years of experience

Tools

Excel

Raiser's Edge

Salesforce

Little Green Light

DonorPerfect

Job description

About NIJC

The National Immigrant Justice Center (NIJC) advances human rights and due process for immigrants, refugees and asylum seekers through direct legal services, impact litigation, advocacy, and public education. Headquartered in Chicago with offices in Washington, DC, Indiana, and San Diego, NIJC's team of 100 attorneys, paralegals, and professionals, along with 2,000 pro bono attorneys, is at the forefront of immigration reform.

Job Summary

While this job is posted as a part-time position NIJC is considering both full and part-time applicants.

NIJC seeks a Development Administrative Assistant that provides administrative support to advance the goals of NIJC's development and fundraising team. This role will process high volumes of incoming and outgoing mail related to fundraising, as well as maintaining paper files in accordance with our record retention policy. The Development Administrative Assistant will perform administrative tasks that support donor services, including producing, sending, and tracking invoices; updating donor information stored in NIJC's database; and assisting with fundraising events through RSVP management and coordination of sponsor recognition. As needed, the role will support members of the Development team with other administrative need s, such as electronic file management, donor communications, and database integrity.

NIJC is a hybrid workplace. The Development Administrative Assistant's duties are expected to be performed primarily in-office. There may be flexibility for some remote work dependent on performance and the needs of the team after 90 days in the role.

Essential Duties and Responsibilities

• Receive, scan, and file (both electronically and in paper format) all checks and other mail pieces received by NIJC's Development team on at least a weekly basis.
• Print donor acknowledgment letters, coordinate with the Executive Director to ensure letters are signed, and package letters for mailing on at least a weekly basis.
• Print, coordinate signing of, and package appeal letters and other mailings sent in-house by the Development team.
• Scan and file electronic copies of outgoing letters to preserve a complete record of NIJC's communications with donors.
• Manage the Development team's paper files and ensure record retention and destruction is followed.
• Produce and send invoices to NIJC's donors for event sponsorships and donations, track status of invoice payment.
• Update NIJC's donor database as needed and directed by the Development team, including making updates to contact information, merging duplicate records. Etc.
• Support with NIJC's events and meetings with donors, including but not limited to:
• Creating invitations and supporting materials.
• Coordinating recognition of event sponsors, including requesting and tracking receipt of logos, ads, social media handles, etc.
• Managing RSVPs, including following up with event sponsors and attendees to secure RSVPs.
• Producing name tags, bid paddles, and other needed materials, including coordinating with third-party print vendors.
• Inventorying and ordering supplies, packing supplies for transport to event venue, unpacking and organizing supplies at event venue, packing remaining supplies for transport back to NIJC.
• Supporting with event volunteer management.
• Maintain highly confidential files, records and projects with tact and discretion.
• Assist with other duties as assigned, particularly during high volume periods, such as triaging and responding to emails to the NIJC Development team general email account, communicating with donors, and drafting acknowledgment letters.

Competencies

• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Ability to maintain confidentiality of donor information.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

1. Education & Experience
   • An associate degree with two years of experience in administrative support in an office setting is .
   • Prior experience in nonprofit organizations or philanthropy is preferred.
2. Technical skills
   • Basic working knowledge of Microsoft Excel (simple formulas and functions). Advanced proficiency is a plus.
   • Experience with nonprofit customer relationship management (CRM) platforms (Raisers Edge, Salesforce, Little Green Light, DonorPerfect, etc.) preferred.
   • Experience with data entry and data quality assurance preferred.

Physical Abilities Statement

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position 50% of the time.
• The person in this position occasionally needs to move about the inside of the office to access filing cabinets, office machinery, etc.
• Constantly operating a computer and other office productivity machinery, such as a copy machine.

It is the policy of NIJC not to discriminate against any applicant for employment, or any employee because of age, color, sex, disability, national origin, race, religion, or veteran status. In compliance with federal law, all persons hired will be to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

For any technical issues please contact [e-mail]

By submitting your application, you acknowledge and consent to undergo a comprehensive background check as part of the employment process. This background check will be conducted in compliance with applicable state and federal laws.