Administrative Assistant (Part-Time)

JCC MetroWest; West Orange (NJ); On-site; USD 23,000 - 32,000; Part time

Job summary

JCC MetroWest in West Orange, NJ is seeking a part-time Administrative Assistant to support board and donor communications, manage database entries, and coordinate staff recognition communications. Reporting to the CEO, the successful candidate will demonstrate discretion, initiative and accountability with minimal supervision.

The role involves data entry across multiple databases and fundraising platforms, with a schedule up to 15 hours per week and compensation of $20 per hour.

Qualifications

• Proficiency in Microsoft Office Suite, Zoom, Teams, and database functionality.
• Detail-oriented with strong organizational and communication skills.
• Ability to work independently and with professional discretion.
• Ability to work with a broad range of people including donors, Board Members, staff and others.

Responsibilities

• Communicate directly, and on behalf of the CEO, with executives, Board Members, partners, and stakeholders.
• Draft staff and board communications.
• Coordinate and attend board meetings; take minutes and ensure timely distribution and follow-up.
• Oversee, maintain, and become proficient in data entry and databases used for fundraising.
• Record donations in database, send acknowledgments, and track letters.
• Monthly maintenance of Donor Wall list and updates to Marketing.
• Process monthly pledge invoices and annual tax letters.
• Collaborate with Finance to reconcile development revenue and expenses.
• Administer and report Tributes, and print/send birthday/anniversary cards.
• Other duties as assigned.

Skills

Microsoft Office Suite

Zoom

Teams

Detail-oriented

Organizational skills

Communication skills

Independent work

Discretion

Tools

Donor Perfect

Bloomerang

Stripe

Boardable

Eventbrite

Brivo

CSI

Spectrum

Job description

Administrative Assistant

JCC MetroWest, West Orange, NJ 07052

Part Time – 15 hours/week

JCC MetroWest in West Orange, NJ is seeking a part-time Administrative Assistant to support Board and donor interactions, handle database entries and administration in connection with fundraising, and coordinate staff recognition communications. Reporting to the Chief Executive Officer, the successful candidate will demonstrate attention to detail, confidentiality, initiative, and accountability with minimal supervision.

All staff are expected to comply with the JCC Internal Service Standards of Respect, Kindness, Teamwork and Communication.

Responsibilities / Essential Functions of the Job:

• Communicate directly, and on behalf of the CEO, with executives, J Board Members, partners, and stakeholders.
• Draft staff and board communications.
• Coordinate and attend board meetings; take minutes and ensure timely distribution and follow-up.
• Oversee, maintain, and become proficient in data entry, organization, and functionality of various databases, including Donor Perfect, Bloomerang, Stripe, Boardable, Eventbrite, Brivo, CSI and Spectrum
• Record incoming contributions and gifts in Donor Perfect database, send acknowledgment letters, and confirm in system that letter has been sent
• Monthly maintenance of Donor Wall list for contributions and provide updates to Marketing Department
• Process monthly pledge invoices and annual tax letters
• Collaborate with Finance Department in reconciling financial data on development revenue and expenses, including monthly accounting reconciliations in Bloomerang, Stripe, and Donor Perfect
• Administer and process Tributes as occasions to celebrate or mourn arise: sending emails to Board members via Boardable with link to purchase a Tribute; reporting Tributes in Donor Perfect with correct coding; printing and sending Tributes
• Print and send staff birthday and anniversary cards on a monthly basis and get well cards as need arises
• Other duties as assigned

Qualifications:

• Proficiency in Microsoft Office Suite, Zoom, Teams, and database functionality; ability to learn other software programs
• Detail-oriented with strong organizational and communication skills
• Ability to work independently and with professional discretion
• Ability to work with a broad range of people including donors, J Board Members, staff and others

Compensation: $20 per hour

Schedule: Up to 15 hours per week, with specific schedule to be agreed upon

Additional Information:

Position may require some evening/off-hours availability for meetings and other functions.

All applicants for employment shall be considered without regard to race, religion, color, creed, national origin, ancestry, age, gender, sex, pregnancy, sexual orientation, gender identity, gender expression, marital status, physical or mental disability, medical condition, genetic information, military or veteran status, or any other classification protected by law.

Agency Information:

JCC MetroWest has been at the center of our community for 149 years, bringing people together while providing educational, social, cultural and fitness programs. Here at the J, we take every precaution to keep our community safe and healthy, as well as warm, inclusive, and welcoming.