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Database and Administrative Coordinator

Posted by

Canine Therapy Corps, Inc.


New
|
Published 11 days ago

February 15, 2021
February 12, 2021
$47,000 - $50,000

Effective Date: February 15, 2021

Status: Full-Time, Employee

Reports To: Executive Director

Organizational Overview: Founded in 1991, Canine Therapy Corps is a Chicago-based, volunteer-driven, animal-assisted therapy organization providing programs to health care, human services, and educational institutions throughout the Chicago metropolitan area. Each year, CTCorps’ dedicated volunteers and their certified therapy dogs help restore health and hope to thousands of individuals living with physical and emotional challenges.

Position Overview: CTCorps’ Database and Administrative Coordinator is responsible for the organization’s donor database and accounting software as well as day-to-day administrative operations. This is a public-facing position.

Job Duties:

Salesforce and QuickBooks Online Database Management (40%)

1. Maintain accurate and complete records in Salesforce (SF) and oversee all aspects of database:

  • Interactions, interests, preferences, records, and communications for new and existing donors, volunteers, training students/attendees, and programs
  • Regular database maintenance according to best practices including but not limited to deduplication
  • SF integrations with other software applications using Zapier
  • Donor records, including, but not limited to capturing all gifts and payments, relevant donor contact information, sources of engagement, and important donor stewardship information
  • Donations received, both monetary and in-kind, and ensure proper acknowledgment and follow-up
  • Edit or revise existing SF fields and objects, and/or create new ones as needed to ensure CTCorps has the ability to accurately track relevant donor, volunteer, training, and program information
  • Create and maintain dashboards, donor reports, and lists and provide data and analysis as requested by the Executive Director

2. Maintain accurate and complete records in QuickBooks Online (QBO) and oversee all aspects of accounting software:

  • Record all income and expenses
  • Ensure timely payment of expenses: Cut checks, pay bills, create and send invoices, and track reimbursements
  • Support bookkeeper with respect to bank reconciliations and auditor with respect to the annual financial audit
  • Pull and configure internal and external financial reports as requested

3. Create and maintain integrations between various databases and cloud-based software using Zapier and ensure integrations work as designed

Administrative (40%)

Oversee all aspects of office and training facility management

  • Be first point of contact for the organization. Welcome guests and answer the phone during normal business hours
  • Open, distribute, and respond to mail, email, and website inquiries or direct to appropriate parties
  • Manage vendor relations, including but not limited to office supplies and cleaning
  • Maintain organizational calendar
  • Send Board meeting requests, disseminate meeting packets, and print materials for meetings
  • Maintain office technology and equipment
  • Order food
  • Support the organization and Executive Director in other administrative capacities as needed

Fundraising and Communications (20%)

Assist and support development efforts as needed

  • Support campaigns and fundraising events
  • Assist and serve as a resource to the Young Professionals Board and Board of Directors in Gala planning efforts
  • Send fundraising pledge reminders
  • Contribute content as needed, coordinate with printer, and oversee mailings of CTCorps’ print newsletter
  • Proofread communications pieces

Other

Serve as a critical member of Canine Therapy Corps' team. Because we are a small and nimble organization, you may be required to attend meetings, programs and events; represent the organization in the community; and help with a variety of needs and special projects, as determined by the Executive Director


Education and Experience:

  • Bachelor's Degree
  • 3+ years of work experience, particularly in a demanding, fast-paced environment
  • Strong and demonstrable knowledge of and experience with Salesforce required, including some backend administration
  • Knowledge of and experience with the following preferred: QuickBooks Online; Zapier; Adobe Creative Suite; Robly, Constant Contact, or similar email marketing platform; Microsoft Office, including Excel, PowerPoint, and mail merge; Squarespace


Skills, Abilities, and Interests:  

  • Highly organized and thrives in a fast-paced environment when juggling multiple projects and assignments
  • Friendly, compassionate, outgoing, and positive team player with a professional demeanor
  • Mature, detail-oriented, and dependable
  • Strong oral and written communication skills with highly diverse audiences
  • Treats all people with dignity, compassion, and respect
  • Takes pride in and ownership of work and can function independently, requiring little oversight to complete duties
  • Technologically savvy
  • Resourceful and takes initiative
  • Desire to work with volunteers, special needs populations, and dogs


Additional Requirements:

  • As an important representative of Canine Therapy Corps, this position requires a foundational understanding of and strong appreciation for animal-assisted interventions, particularly animal-assisted therapy, and the human-animal bond. All CTCorps employees, representatives, and volunteers are expected to be well versed and conversant in the organization's mission and specific programs. A high standard of integrity and ethical behavior is expected.
  • Nights and weekends required, as necessary
  • Access to reliable transportation required


Travel:

If travel is required, CTCorps will reimburse mileage, tolls, and parking.


Note: This job description is subject to change. It includes, but is not limited to this description. Additional activities, duties, or responsibilities may be required.


Interested applicants should include a cover letter, resume, writing sample, and references.


Canine Therapy Corps is an equal opportunity employer. We seek a broad and diverse pool of candidates and strongly believe that our organization benefits from the perspectives and talents of a diverse staff.

Effective Date: February 15, 2021

Status: Full-Time, Employee

Reports To: Executive Director

Organizational Overview: Founded in 1991, Canine Therapy Corps is a Chicago-based, volunteer-driven, animal-assisted therapy organization…

Details at a glance

  • On-site Location
  • Full Time Schedule
  • 4-Year Degree Required

Benefits

Annual Paid Time Off includes:

  • 3 weeks of vacation plus the week between Christmas and New Years
  • 9 paid holidays
  • 2 personal days
  • 7 days of sick time

No other benefits are provided.

Annual Paid Time Off includes:

  • 3 weeks of vacation plus the week between Christmas and New Years
  • 9 paid holidays
  • 2 personal days
  • 7 days of sick time

No other benefits are provided.

Location

3918 West Fullerton Avenue, Chicago, IL 60647

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