Office Administrator

HUMAN SERVICE CHAMBER OF FRANKLIN COUNTY; Columbus (OH); On-site; USD 42,000 - 52,000; Full time

Job summary

The Office Administrator at the Childhood League Center, part of the Human Service Chamber of Franklin County, will support the Executive Team and Advancement Manager. Responsibilities include donor database administration, board communications, and coordinating meetings and events with meticulous attention to detail.

The role requires strong administrative skills, customer service excellence, and proficiency with MS Office.

Qualifications

• Associate degree required; B.S. or B.A. preferred.
• 3–5 years of administrative or data gathering experience.
• Proven track record in excellent customer service.
• Proficient with MS Office and data entry accuracy.
• Experience with donor/prospect management software preferred.

Responsibilities

• Provide executive support to CEO and Advancement team, including meeting logistics and minutes.
• Maintain donor database, ensure data accuracy, and generate donor communications.
• Coordinate internal communications and staff events; manage calendar and notices.
• Assist with fundraising events, correspondence, and prospect research.
• Support front desk operations and ensure security protocols are followed.

Skills

Administrative experience

Customer service

Data gathering

MS Office

Education

Associate degree

B.S. or B.A. preferred

Tools

Donor management software

Excel

PowerPoint

Word

Job description

OFFICE ADMINISTRATOR

Full-time, year-round (40 hrs. per week) in-office position

JOB SPECIFICATIONS

POSITION SUMMARY

The Office Administrator is critical to the success of the Childhood League Center's (CLC) Advancement and Executive Teams. The Office Administrator will be responsible for providing support to the Executive Team, maintaining the donor database and administering the organization's internal communications.

REPORTING STRUCTURE

This position reports to the Chief Executive Officer with the following responsibilities:

EXECUTIVE TEAM SUPPORT

Executive Assistant and Board Liaison, responsible for providing administrative and strategic support to the CEO and the Advancement Manager and will function as the primary contact person for the Board of Directors.

Planning remote and in-person meetings by compiling agendas, coordinating logistics and materials, inviting guests/participants, and taking minutes. Prepare materials for CEO in preparation for meetings and travel.

• Guiding ongoing and effective communication with Board of Directors
• Establishing and monitoring board communications calendar, current list of Board and tenure
• Preparing and distributing board meeting materials, and recording minutes

Assisting the Executive Team, including but not limited to:

Management of meetings

• Scheduling
• Sending notices
• Preparing agendas
• Coordinating of meeting sites and necessary refreshments and/or materials
• Preparing and distributing meeting minutes

Administration

• Coordinating office supplies and place orders when necessary
• Providing back-up support to the front desk, including greeting families and visitors and ensuring that security protocols at the front desk are followed

Coordinating in the setup, implementation, and tear down of events, such as:

• Facility Tours
• Cultivation activities
• Thank you and recognition events
• Fundraising events

Administering the CLC's internal communications, including but not limited to:

Staff newsletter and staff meeting support

• Scheduling
• Sending notices
• Preparing agendas
• Coordination of meeting sites and necessary refreshments and/or materials
• Prepare and distribute meeting minutes

Maintaining the CLC's internal events calendar to track available staff and building resources

ADMINISTRATION OF THE CENTER'S DONOR DATABASE

Ensuring that all data is up to date and accurate. This position will be responsible for the day to day management of the donor and prospect database. Management of the database will include the accurate entry and maintenance of donor information, ensuring database integrity and conducting regular database audits and updates.

Becoming an expert on the donor management database system

Accurately entering and maintaining donor records and prospect information

Preparing and distributing daily cash logs

Reconciling system with finance team

Preparing all acknowledgment letters and tax receipts

Tracking and invoicing all pledge payments

Assisting the Advancement Team member with

Researching and collecting prospect information from available sources

Helping with data analysis to identify trends and prospects to inform the direction of giving approaching

Interacting with donors and prospects to assist in providing the highest level of customer service

Comfortable interacting with individuals of diverse social, economic and ethnic backgrounds

Expressing gratitude for donor gifts and loyalty

Assisting with the preparation of correspondence, documentation and proposals

Special Projects

ADDITIONAL DUTIES

Presenting a positive, professional image of the CLC at all times

Miscellaneous duties as assigned

EXPERIENCE AND EDUCATION

Associate degree required (B.S. or B.A. preferred)

3-5 years of administrative or data gathering experience required, or an equivalent combination of education and experience

Proven track record in providing excellent customer service required

Takes ownership of role and takes initiative to have a positive impact on projects

Proven experience with database query tools, gathering user requirements, data quality control, and problem resolution;

Experience with donor/prospect management software is preferred

Proficient in Microsoft Office software, including PowerPoint, Excel and Word required

Proficient in web research

Ability to function in a fast-paced environment and manage multiple, competing priorities

Timely and reliable, keeps track of responsibilities and completes them in a timely manner

Takes charge in solving problems and can be creative in finding appropriate solutions

Excellent organization and communication skills

Excellent listening skills and ability to retain and capture concepts

Consistent accuracy and attention to detail required but efficient

Ability to discern the hierarchy of detail importance

Event planning, organization and execution to ensure a great experience

Requires some early mornings, evenings and weekend hours

Possession of a valid Ohio driver's license; willing to travel locally using own transportation (mileage reimbursed).

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard. Specific vision abilities required by this job include close vision requirements due to computer work. Light to moderate lifting (30lbs) is required. Regular, predictable attendance is required.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those she/he encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Moderate noise (i.e. business office with computers, phone, and printers). Ability to sit at a desk for an extended period of time.

ABOUT THE CHILDHOOD LEAGUE CENTER

Founded in 1945, the Childhood League Center (CLC) serves 300+ children each year who are under 6 and who are at risk or have special needs. We have two major programs: Early Intervention and Preschool for which the CLC provides the best education, interventions and therapies. Alive with energy and excitement, each day Center children with and without special needs actively explore an enriched environment, develop new skills, learn with and from one another while discovering the joys of friendship.

The CLC is dedicated to building a culturally diverse and inclusive staff. We welcome and strongly encourage applications representing all backgrounds, life experiences, beliefs and demographics to ensure the rich diversity of our community is fully integrated, creating an optimal environment to prepare children for future success.

The CLC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.