Administrative Support Associate

Job Description

ADMINISTRATIVE SUPPORT ASSOCIATE

Position Profile

The Chatfield Edge is hiring an Administrative Support Associate to provide administrative support for the Development and Program Services functions to enhance organizational efficiency and information management. This position is full-time, Monday-Friday, onsite in office in St. Martin, Brown County, Ohio (located minutes from downtown Cincinnati and just 30 minutes from the I-275 loop).

About The Chatfield Edge
The Chatfield Edge is a nonprofit offering support to first-generation and non-traditional students as they gain success in life through education. Built upon the 177-year-old educational history of the Ursulines of Brown County, The Chatfield Edge combines student support services, scholarships, and mentoring to empower individuals to achieve their life goals. Learn more by visiting our website at www.chatfieldedge.org

Summary of Principal Duties

Reporting to the president, the Administrative Support Associate is responsible for the effective support of the Development and Program Services functions of the organization. The position requires utilization of information technology systems with advanced proficiency, excellent oral and written communication skills, and adaptable interpersonal characteristics to effectively engage the constituents of the organization.

Essential Functions

• General:
o Provide administrative support to include answering phones, responding to emails, scheduling appointments, greeting guests, fulfilling transcript requests, managing office supply procurement, and other related duties.
o Assist in preparing reports and financial data for all departments.
o Utilize common office procedures, standards, and methods, including computerized information systems, to effectively manage the daily responsibilities of the position.
o Perform all other duties as assigned.

• Program Services:
o Conduct initial phone outreach to student and mentor inquiries, including preliminary eligibility assessment.
o Make follow-up calls to mentors and students to enhance the overall participant experience.
o Maintain Program Services database to ensure records are current.

• Development and Fundraising:
o Assist with donor prospect research utilizing various search tools and create reports showing the results of the research.
o Maintain Development Office database, records, and files and ensure records are current. Utilize donor software to identify, track, and retrieve donor information, prepare gift acknowledgments, and set-up segmented mailings.
o Prepare and distribute daily, weekly, monthly, and annual donation reports.
o Assist the Development Office with planning and attending events to promote the image of the organization.

Qualifications
• Associate degree or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.
• At least three years of increasingly responsible administrative experience is required, which must include an extensive knowledge of general office procedures and practices.
• Excellent oral and written communication skills are required; (i.e., the ability to communicate effectively verbally and through written correspondence).
• Dependability, ability to work independently, use initiative, and make substantive decisions quickly; calm, professional demeanor; and adept at consistently multitasking while accurately attending to detail.
• Computer literacy and keyboarding is required with proficiency with word processing, spreadsheets, donor database management, bulk mailing, and presentation software. Proficiency with MS Office Suite (to include Word, PowerPoint, Outlook email and calendar, and Excel); working knowledge of MS Teams and Zoom.
• Proven customer service and communication skills; display comfort, confidentiality, and professionalism in interacting with guests, donors, students, alumni, trustees, and employees at all levels.
• Prior work experience in a non-profit environment preferred.

Location/Hours/Environment
• Fulltime, Monday-Friday, 40 hrs./week, onsite in office in St. Martin, Brown County, Ohio (located 50 minutes from downtown Cincinnati and just 30 minutes from the I-275 loop)
• Night and weekend work as required to fulfill principal duties
• Frequently required to sit at a desk/workstation/computer for extended periods of time
• Digital dexterity and hand/eye coordination to operate office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients/donors via phone or in person
• Body motor skills sufficient to enable movement around the office environment
• Additional mental requirements: compare, decide, direct, problem solve, analyze, instruct, interpret

Salary and Benefits
• Annual salary of $45,000 - $50,000, based on experience
• Health, dental, vision, and life insurance
• Paid holidays
• Paid time off
• 401k retirement plan

To Apply
Send cover letter and resume to HR@chatfieldedge.org.

Applications will be reviewed as they are received and until a suitable candidate is hired.

Additional Information

All employees of The Chatfield Edge are responsible for working toward the mission and goals of the organization. Due to the nature of this position, confidentiality must be always maintained.

This job description shall be continually evaluated and will evolve based on new technologies and the needs and priorities of The Chatfield Edge as established by the President and the Board of Trustees.

This is a full-time position requiring a minimum of 40 hours per week, daily monitoring of voicemail and e-mail and attendance at all major events, including those held on weekends.

The Chatfield Edge reserves the right to perform random drug-testing prior to or after employment begins.

The terms of employment and other pertinent information are contained in The Chatfield Edge Staff Handbook.

About the Employer

The Chatfield Edge is a nonprofit organization that offers a unique approach to supporting first-generation and non-traditional students as they gain success in life through education. Built upon the 177-year-old educational history of the Ursulines of Brown County, The Chatfield Edge combines student support services, scholarships, and mentoring to empower individuals to achieve their life goals.