Operations Assistant

Breakthrough T1D; Kansas City (MO); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

403(b) retirement plan

Paid time off

Flexible work schedule

Job summary

Breakthrough T1D in Kansas City seeks an Operations Assistant to support fundraising, events, donor relations, and office operations across the Mid-America territory. You will coordinate CRM data, assist with board meetings, manage volunteers, and help ensure timely communications and brand consistency across chapters.

This hybrid role offers in-office presence in KC with field and remote tasks, contributing to Breakthrough T1D’s mission to advance cures and improve lives for people with Type 1

Qualifications

• 2 years of administrative, operations or business/volunteer experience preferred.
• Fundraising and event experience preferred.
• Experience partnering with strong and active volunteers preferred.
• Demonstrate a high degree of energy, integrity, courage, empathy, and creativity.
• A team player who can achieve individual objectives and support those of the entire chapter team.
• Proven ability to successfully manage various event details, timelines, and skilled in efficient time management.
• Able to meet deadlines under pressure.
• Detail-oriented and strong organizational skills.
• Ability to be an enthusiastic spokesperson/representative of Breakthrough T1D’s mission.
• Clear communicator.
• Proficient with MS Office and constituent management databases.
• Knowledge of administrative procedures, such as coordination of people and resources, planning, and resource allocation, as well as ability to develop presentations, reports, and business correspondence, manage files and records, and coordinate office procedures.
• Travel within Territory footprint.
• Occasional evening and weekend work required as needed.

Responsibilities

• Serve as primary territory and chapter office support, including all chapter operational needs.
• Stay current with departmental and organization-wide policies and procedures, ensuring compliance with audit requirements.
• Develop expertise in platforms used for fundraising management, event management, constituent management and financial management, as appropriate.
• Provide CRM and Greater Giving data entry support for the territory.
• Lead financial operations support: invoicing, expenses, donor coding, follow up on outstanding payments, and reporting.
• Manage territory office systems including voicemail, calendar, inbox, and inventory.
• Provide administrative support to Territory Executive and chapter staff.
• Assist Chapter leadership in board meeting preparation and correspondence.
• Provide administrative support for fundraising activities, updating CRM records, mail/email solicitations, and meeting prep.
• Manage event collateral, signage, and materials for brand compliance.
• Proactively manage shopping, packing lists for events and storage inventories.
• Manage event day volunteer recruitment and communication; coordinate training and assignments.
• Coordinate administrative volunteers and project-based volunteer recruitment.
• Support identifying and cultivating key volunteers for higher engagement.
• Ensure meaningful engagement of volunteers and strong relationships with volunteer partners.
• Support SFMC communications, liaise with Marcom for prep and sending of communications.
• Create and execute hard-copy mailings for the territory.
• Secure and manage earned media placements for Breakthrough T1D and local events.
• Update chapter and event websites in a timely manner.
• Maintain chapter social media accounts to increase impressions and leverage national resources.
• Support the organization’s vision, mission, priorities, and guiding principles.
• Understand and support Territory fundraising strategies and business needs.

Skills

Detail-oriented

Strong organizational skills

Excellent communication

Team player

Education

College degree or equivalent

Tools

MS Office

Constituent management databases

Job description

As the leading global type 1 diabetes (T1D) research and advocacy organization, Breakthrough T1D helps make everyday life with T1D better while driving toward cures. We invest in the most promising research to turn ideas into life-changing therapies and devices. We work with government, regulatory officials, and insurance companies to address issues that impact the T1D community -- breaking through barriers that limit access to care worldwide. We provide resources and guidance that makes it easier to live and thrive with T1D. This is more than a moment -- we're empowering a movement for the T1D community. Share your support and help educate and empower individuals facing type 1 diabetes.

Our mission is to improve lives today and tomorrow by accelerating life changing breakthroughs to treat, prevent and ultimately, cure T1D and its complications. Always, we are guided by a single purpose: As we drive towards curing type 1 diabetes, we help make everyday life better for the people who face it.

Summary The Operations Assistant (OA) at Breakthrough T1D is integral in the day-to-day execution of fundraising and community engagement event efforts, donor and supporter management, office operations, marketing, and event logistics to support our organizational strategy and mission. The OA helps to organize, coordinate, implement, and expand a variety of the territory’s development activities that build and strengthen links to potential and existing volunteers and donors and that grow the territory’s reach, revenue, and engagement. Their relationships with constituents and donors on behalf of Breakthrough T1D ensure the expansion of our reach to support maximum territory growth to further our mission. The Operations Assistant role focuses on key operational needs of the territory that support relationship building with donors and fundraising volunteers. They are a force multiplier for their territory colleagues in driving impact and strengthening both donor and volunteer engagement resulting in increased revenue and results. This individual is a detail-oriented team player who can effectively manage competing priorities and complex details through collaboration, communication, and engagement. They support the implementation of organizational strategies through their territory to drive optimal results and actively demonstrate and promote enterprise-wide mindsets. The Mid-America territory includes the Nebraska, Iowa, Kansas, and Missouri Chapters. The Kansas and Missouri Chapters include 8 staff, 2 Chapter Boards and 6 main fundraising events collectively driving over $4 million in total net revenue. This position supports the Kansas and Missouri Chapters. In Kansas City, we have a hybrid work schedule, in office two days a week and working remotely and in the field three days a week. In St. Louis, the position is fully remote work schedule.

Key Responsibilities

Administration – 40%

• Serve as primary territory and chapter office support, including all chapter operational needs
• Stay current with departmental and organization-wide policies and procedures, ensuring compliance with audit requirements.
• Develop expertise in platforms used for fundraising management, event management, constituent management and financial management, as appropriate.
• Emphasis on providing CRM, and Greater Giving (GG) data entry support for the territory.
• Serve as the lead financial operations staff member; ensure the proper handling of invoices and territory expenses; partner with Donor Services and Donations Processing team for coding gifts; follow up with donors with outstanding payments to facilitate payment; provide financial reporting as needed.
• Manage territory office systems including voicemail, calendar, and inbox and maintain supply inventory for office and territory events.
• Provide administrative support to Territory Executive and chapter staff as needed.
• Assist Chapter leadership in preparation of board meetings and board correspondence as needed.

Fundraising Operations – 20%

• Provide administrative support for fundraising activities, which includes updating CRM records, executing mail/email solicitations, and preparing information needed for meetings.
• Manage ordering of event collateral, signage, and other materials to support a positive and engaging participant experience; help ensure brand compliance and use of all available branded materials as appropriate.
• Proactively manage shopping, packing lists for events and storage inventories to ensure successful and smooth event execution.

Volunteer Management – 20%

• Manage event day volunteer recruitment and communication; Serve as point-person and coordinator of day of event volunteer training and volunteer assignments.
• Manage administrative/project-based volunteer recruitment and communication; Serve as point-person and coordinator of administrative volunteers.
• Support the identification, cultivation and development of key volunteers and elevate prospects to P2P, Signature Events, and Philanthropic Engagement territory colleagues as appropriate.
• Ensure meaningful engagement of volunteers at all levels and engage in good working relationships with key volunteer partners.

Awareness – 20%

• Support process for all SFMC communications on behalf of the territory, liaise with Marcom partners in the preparation and sending of communications.
• Support the creation and execution of any hard-copy mailings for the territory/chapter.
• Responsible for securing and managing earned media placements for Breakthrough T1D and local events in partnership with Outreach and Operations Director.
• Responsible for timely and relevant updates to chapter and event websites.
• Maintain chapter social media accounts, with emphasis on increasing impressions and leveraging national resources.
• Support and maintains the vision, mission, priorities, and guiding principles of the organization.
• Understand the strategic direction and purpose of the organization and supports the Territory’s fundraising strategies and business needs.

Qualifications

• 2 years of administrative, operations or business/volunteer experience preferred.
• Fundraising and event experience preferred.
• Experience partnering with strong and active volunteers preferred.
• Demonstrate a high degree of energy, integrity, courage, empathy, and creativity.
• A team player who can achieve individual objectives and support those of the entire chapter team.
• Proven ability to successfully manage various event details, timelines, and skilled in efficient time management.
• Able to meet deadlines under pressure.
• Detail-oriented and strong organizational skills.
• Ability to be an enthusiastic spokesperson/representative of Breakthrough T1D’s mission.
• Clear communicator.
• Proficient with MS Office and constituent management databases.
• Knowledge of administrative procedures, such as coordination of people and resources, planning, and resource allocation, as well as ability to develop presentations, reports, and business correspondence, manage files and records, and coordinate office procedures.
• College degree or equivalent combination of education and experience.
• Ability to travel within the Territory footprint.
• Occasional evening and weekend work required as needed.

Essential Functions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools or controls. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds, and infrequently up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Benefits

• Breakthrough T1D offers competitive benefits, including medical, dental, and vision coverage, a 403(b) retirement plan, voluntary benefits, flexible spending and commuter benefit accounts, an employee assistance program (EAP), life and disability insurance, performance-based bonuses, and generous paid time off.
• Benefits may vary by job level and full time or part time status.
• Additional information: Requests for medical, religious, and other exemptions will be considered on an individual basis.
• Breakthrough T1D will comply with all federal, state, and local laws.
• Breakthrough T1D supports a diverse and inclusive workforce.
• Breakthrough T1D is an Equal Opportunity Employer.
• All your information will be kept confidential according to EEO guidelines.

Breakthrough T1D values diversity and inclusion and is committed to creating an environment in which everyone feels welcomed, supported, and respected.

Help create a world without type 1 diabetes (T1D). Do you want to make a real difference in the lives of people living with T1D and their loved ones, and build meaningful, mission-driven relationships? Make a rewarding career out of working to accelerate life-changing breakthroughs and cures for T1D.

Breakthrough T1D is an Equal Opportunity Employer.