Administrative Associate of Development & Patient Education

UNITED MITOCHONDRIAL DISEASE F; United States; Remote; USD 52,000 - 68,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Vision insurance

Job summary

UNITED MITOCHONDRIAL DISEASE F is seeking an Administrative Associate to support fundraising infrastructure, donor stewardship, and the operational delivery of its national conference and education programs. The role emphasizes CRM accuracy, campaign support, event registration, and cross‑department coordination.

This is a full‑time, remote position working across Development and Patient Education & Support to manage data in Salesforce, coordinate speakers and vendors, and ensure timely donor

Qualifications

• 2-4+ years of administrative, nonprofit operations, or education administration experience.
• Experience with CRM systems (Salesforce strongly preferred).
• Experience with registration and event platforms such as Cvent; knowledge of DonorDrive is a plus.
• Strong data accuracy and attention to detail.

Responsibilities

• Maintain donor, sponsor, and constituent records in Salesforce.
• Process gifts, pledges, recurring donations, and soft credits.
• Support conference registration and vendor coordination in Cvent.
• Coordinate speaker and faculty logistics and travel arrangements.
• Generate reports and dashboards for Development and Finance.
• Support donor communications and post-event acknowledgments.

Skills

CRM proficiency

Donor stewardship

Project management

Strong communication

Data accuracy

Tools

Salesforce

DonorDrive

Cvent

Zoom

Microsoft Office / Google Workspace

Job description

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Position Summary

The Administrative Associate provides critical administrative and operations support across the organization, with a primary focus on fundraising infrastructure, donor stewardship, and the operational delivery of UMDF's annual national conference and patient/professional education programs. This role ensures CRM accuracy, supports revenue-generating campaigns, manages event registration systems, coordinate speaker and vendor logistics, and facilitates timely donor and participant communications.

This position plays a key operational role in strengthening UMDF's fundraising systems, conference and education delivery, and cross-departmental coordination between Development and Patient Education & Support.

Key Responsibilities

CRM & Donor Data Management (Salesforce)

• Maintain and update donor, sponsor, and constituent records in Salesforce
• Process gifts, pledges, recurring donations, and soft credits
• Run and export reports for Development, Finance, and leadership
• Support campaign mapping and tracking across events and initiatives
• Monitor data hygiene, duplicate management, and coding accuracy
• Assist with dashboard creation and performance tracking
• Support integration between Salesforce, DonorDrive, Cvent, and other platforms

Peer-to-Peer & Fundraising Platform Support (DonorDrive)

• Assist with campaign setup and configuration
• Support event and peer-to-peer participant registration
• Monitor donation processing and reconciliation
• Provide customer service support for participants and donors
• Help troubleshoot payment gateway issues in coordination with vendors
• Pull campaign performance reports

Donor Stewardship & Cultivation Support

• Generate and send timely gift acknowledgments and tax receipts
• Draft and coordinate thank-you letters for leadership review
• Track stewardship touches and follow-up tasks
• Assist with pledge reminders and payment tracking
• Support donor research and prospect management updates
• Coordinate donor communications and mailing logistics

Annual Conference Operations & Platform Support (CVENT)

• Support planning and execution of UMDF's annual national conference
• Assist with master timelines, planning calendars, and task tracking
• Support planning meetings and follow-up on action items
• Manage conference registration and administration in Cvent, including attendee lists and session support
• Coordinate speaker and faculty logistics: invitation follow-up; collection of bios, photos, and presentation materials; travel and hotel coordination; reimbursement processing with Finance; onsite check-in and support
• Manage conference technology tools, including the mobile app, surveys, and evaluations
• Support post-event reconciliation, reporting, and budget tracking
• Provide onsite event support, including registration desk coordination and general conference operations

Conference Administration & Logistics

• Support exhibitor coordination and vendor communications as assigned
• Assist with hotel, AV, meeting space, signage, shipping, printing, and room set support
• Assist with Zoom recording and closed-captioning operations as needed
• Coordinate data transfers between Cvent and Salesforce
• Help maintain organized conference records, communications, and operational documentation

Virtual Education & Learning Platform Operations

• Manage webinar scheduling, calendar coordination, and Zoom meeting/webinar setup and support
• Track registrations and manage attendee communications
• Support recording management and file organization
• Support CE/CME tracking and reporting with UMDF's CME joint provider
• Assist with online learning programs, including course uploads, learner access support, and certificate processes
• Run reports and track participation data for education offerings such as Mito U and related initiatives

Financial & Operational Coordination

• Support invoice tracking and payment processing coordination with Finance
• Coordinate registration reporting, scholarship administration support, and budget reconciliation
• Assist with contract and sponsorship agreement tracking
• Track event and program expenses and assist with budget reconciliation

Administrative & Cross-Departmental Support

• Assist with board and committee meeting materials and reporting packets
• Maintain shared documents, templates, and workflow trackers
• Support cross-functional project coordination as needed
• Provide administrative and logistics coordination for additional UMDF meetings and events, such as exhibits, medical and professional meetings, staff retreats, and leadership meetings

Qualifications

• 2-4+ years of administrative, nonprofit operations, event/conference coordination, or education administration experience
• Experience with CRM systems (Salesforce strongly preferred)
• Experience with peer-to-peer fundraising platforms (DonorDrive or similar preferred)
• Experience with registration and event platforms such as Cvent preferred
• Experience with webinar platforms such as Zoom
• Strong data accuracy and attention to detail
• Excellent organizational and project/time management skills, with the ability to manage multiple deadlines across departments
• Strong written and verbal communication skills, including professional correspondence with donors, speakers, faculty, vendors, and attendees
• Proficiency in Microsoft Office and/or Google Workspace
• Experience with CME/CE administration, learning management systems, or mobile event apps is a plus

About the Role

This is a full-time position with responsibilities shared across Development and Patient Education & Support. The role is central to strengthening UMDF's fundraising systems, donor experience, and conference/education program delivery, and plays an important part in cross-departmental coordination as the organization grows toward its multi-year revenue and program goals.

This is a remote position.