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Office Administrator

Job Location

De Pere, WI

General Summary

The Alzheimer's Association's mission is to eliminate Alzheimer's disease through the advancement of research; to provide and enhance care and support for all affected; and to reduce the risk of dementia through the promotion of brain health.  The Association is the world's leading voluntary health organization in Alzheimer care, support and research.  We are the largest private funder of Alzheimer research and the premier source of information and support for the more than 5 million Americans with Alzheimer's disease and their 15 million families and caregivers. The Alzheimer's Association has been recognized as the #1 largest Best NonProfit to Work For in the NonProfit Times 50 Best Places to Work.







The Alzheimer's Association, Greater Wisconsin Chapter offers a variety of education, information, advocacy and support services to persons with dementia, their families, health care professionals and the community. The Greater Wisconsin Chapter is based in De Pere, WI and serves the northern 52 counties of the state. The Office Administrator provides key administrative and office support for the Executive Director and all staff of the Alzheimer's Association, Greater Wisconsin Chapter. This position is based in De Pere, Wisconsin.



Essential Job Functions

EXECUTIVE ADMINISTRATIVE DUTIES:

  • Coordinates all board committee logistics, administrative functions, travel arrangements as needed and types all correspondences



  • Anticipates the needs of the Chapter Executive's schedule to coordinate calendars and meetings (including travel and accommodations) with Chapter staff, constituents and volunteer leadership



  • Manages information for the Chapter Executive's use in meetings with organization of staff, volunteer leadership and outside parties



  • Assists Chapter Executive with meetings and teleconference scheduling, logistics, minutes and rosters



  • Manages relationship contacts

GENERAL ADMINISTRATIVE DUTIES:



  • Creates a lasting first impression of the organization



  • Answer office phones and welcome visitors



  • Refer callers as needed to the 24/7 Helpline



  • Receive/distribute mail and prepare outgoing mail/packages



  • Maintain Chapter inventory and office supplies



  • Assist with meeting preparation and Chapter events as needed



  • Coordinate bi-weekly all staff conference call



  • Work with internal and external vendors for technical, communication and equipment support



  • Maintain volunteer job listings on external websites such as United Way and Volunteers of Brown County



  • Manage volunteer recruitment program, including implementation of schedule and duties for office volunteers



  • Coordinate office volunteers, serving as a primary point of contact, scheduling, training and tracking their tasks/ assignments and ensuring quality results



  • Train staff on procedures and equipment as necessary



  • Maintain appearance and orderliness of office



  • Coordinate interoffice events



  • Liaison with building management for maintenance issues

DONATION RECEIPT AND PROCESSING:

  • Responsible for copying, acknowledgement, logging and deposits for donation processing



  • Keep accurate donor database records



  • Monthly reconciliation of vendor deposit reports and work with Donor Services to solve discrepancies

ACCOUNTS PAYABLE & RECEIVABLE:



  • Prepare payment requests/invoices for processing by home office accounting department, including preparation of all recurring payment requisitions requests



  • Ensure staff has the budget codes necessary for expense reporting



  • Maintain central files, databases and documentation as required



  • Become certified in Personify CRM and Team Approach donor database user



  • Support input and maintenance of data quality  

PROGRAM/DEVELOPMENT RESPONSIBILITIES:



  • Respond to routine inquiries (i.e. mailing of information, helpline notices, etc.)



  • Complete training for and utilize all necessary programs, software, and systems, (Personify, Convio, Sage500, Team Approach, AART, etc.)



  • Maintain stock of materials, handouts, etc.



  • Set-up, registration and data entry for Chapter events/programs (includes Personify & Convio)



  • Compile education packets/maintain health fair materials



  • Logistical support for the Walk to End Alzheimer's, The Longest Day, Purple Gala Dinner & other chapter special events



  • Serve as the primary customer service liaison to address staff and participant questions/concerns for special event websites functionality and/or online fundraising



  • Act as point person for participant questions/concerns, triaging questions to appropriate community walk coordinators or staff as necessary



  • Duties as assigned

Minimum Requirements

  • Associate's degree or Bachelor's preferred



  • Two years of experience as an office manager, administrative assistant or similar position



  • Proficiency with Google docs, Gmail, Microsoft applications including Word, Excel and PowerPoint



  • Proficiency with constituent database management programs accurate data entry skills



  • Excellent proofreading skills



  • Must be able to communicate effectively with people of diverse backgrounds and ages



  • Excellent telephone and in person customer service skills



  • Strong organizational skills and attention to detail



  • Ability to travel throughout Chapter territory as needed 



  • Flexibility to work weekends to support events



  • Commitment to the mission of the Alzheimer's Association  

Please Click Here to Apply

  • by mail:
    Send resume to:
    Alzheimer's Association, Greater Wisconsin
    3313 S Packerland Dr
    Ste E
    De Pere, WI 54115

We are an Affirmative Action, Equal Opportunity Employer and we appreciate your interest in the Alzheimer's Association.

 

 

 

Alzheimer's Association

Our vision: A world without Alzheimer's disease®.
Formed in 1980, the Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research.