Administrative Officer & Raiser's Edge Specialist (RMF)

Robert R. McCormick Foundation; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Robert R. McCormick Foundation is seeking an Administrative Officer & Raiser's Edge Specialist to support its Communities Program in Chicago. The role blends back-office administration with Raiser's Edge database management to support grantees, donors, and program staff.

The successful candidate will coordinate meetings, manage travel, track expenditures, and generate donor data reports while ensuring accurate records and timely communications for a fast-paced team.

Qualifications

• Minimum three years of nonprofit administrative/database management experience.
• Proficient in MS Office Suite and Raiser's Edge.
• Strong project management and attention to detail.
• Excellent communication and organizational skills.
• Flexible in a fast-paced, team-oriented environment.

Responsibilities

• Administrative Support: coordinate meetings, travel, and documentation.
• Schedule and manage program staff calendars and contracts.
• Coordinate logistics for events and donor meetings.
• Process gift data and support donor communications.
• Maintain files, calendars, and internal processes for efficiency.
• Recruit, train, and supervise temporary staff during peak periods.

Skills

Nonprofit admin

Database management

Project management

Communication

Organizational skills

Tools

Raiser's Edge

MS Office

Job description

Administrative Officer & Raiser's Edge Specialist (RMF)

About the Communities Program

The Communities Program supports programs and policies that assist Chicago area individuals and families challenged by economic disparities, with a focus on the south and west sides of the city. Support of these efforts are funded through the Foundation’s fundraising efforts and its endowment, as well as through partnerships with sports teams and philanthropic organizations. To maximize grant impact, the Communities Program focuses its resources on programs and policies for children, youth, families and adults in the areas of:

• Education
• Health and Wellness
• Jobs and Economic Opportunity

The Communities Program is looking for an administrative and scheduling expert with excellent customer service and database management skills. The Administrative Officer & Raiser's Edge Specialist will have two strands of work in support of the Program’s mission: 1) provide critical back office assistance to grant program staff; and 2) manage and oversee the Raiser’s Edge database. This position plays an important role in the Foundation’s frequent communications with grantees, donors, and managing logistics for convenings with other funders, and local and national stakeholders. The ideal candidate is a self-starter who thrives on creating efficiencies and supporting a team.

Responsibilities

Administrative Support

• Meeting and event preparation: guest registration, room set-up (including audio-visual technology), catering, coordinating hand-outs, etc.
• Coordinate logistics for community tours: transportation, food/site preparation, schedules, attendees, and fact sheets
• Schedule meetings and book travel for Communities staff
• Assist staff with purchase card statement system
• Track and reconcile budget expenditures with vendors and Finance Department
• Maintain legal documents, department files and annual calendar
• Facilitate external use of Foundation facilities
• Manage all gift processing: entering donor data, credit card processing, online deposits, matching gift processing, bank deposit preparation/delivery, donation acknowledgements, etc.
• Maintain gift acknowledgement/tribute card templates
• Create donor data reports and conduct periodic database clean-up
• Manage follow-up communications with donors and grantees via phone and email
• Recruit, train and manage temps during high volume seasons

Qualifications

• A minimum of three years of experience specifically in nonprofit administrative/database management
• Excellent computer skills and comfort with MS Office Suite and Raiser’s Edge
• Outstanding project management skills and attention to detail
• Excellent communication, interpersonal and organizational skills
• Adaptability and flexibility in a fast-paced, team-oriented environment
• Demonstrated passion for the Foundation’s values with commitment to deliver results measured against the Foundation’s mission
• All offers are contingent upon successful completion of a criminal background check and drug screening

Cantigny Park and the Robert R. McCormick Foundation provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, individuals with disabilities, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital and housing status.