Office Manager/Development Assistant

Job Type

Full Time

Salary

Details: Salary is commensurate with experience in the context of a mid-size non-profit advocacy organization.

Published

09/19/2018

Address

Dallas
Texas
United States

Description

Lambda Legal seeks dynamic Office Manager/Development Assistant to join their Administration/Finance and Development Department. Based in Dallas, TX, this position will primarily be responsible for providing general Administrative/Development support to the Region Office, and to the Regional Director and Senior Major Gifts Officer. 


Lambda Legal is a national, nonprofit organization committed to achieving full recognition of the civil rights of lesbian, gay, bisexual, and transgender people and those with HIV through impact litigation, education, and public policy work. Founded in 1973 and headquartered in New York City, Lambda Legal has regional offices in Los Angeles, Chicago, Atlanta, Dallas and Washington DC.The Office Manager/Development Assistant provides general Administrative/Development support to the Region Office, and to the Regional Director and Senior Major Gifts Officer. 

 

ESSENTIAL DUTIES AND RESPONSBILITIES include the following:

 

Administrative Support: Provides Regional Director and Senior Major Gifts Officer with all general administrative support and development work, including but not limited to event planning and execution, coordination of meetings and event-related volunteer leadership Committee initiatives.  Supports donor cultivation and solicitation and special meeting activities. Coordinates and prepares all event-related correspondence and design materials, lists, mass mailings, and oversight of event logistics. 

 

Coordinates Regional Director’s speaking engagement requests and overall schedule. Assists SMGO with calendar and meeting preparation and follow-up. 

 

Provides Pride-related event and law firm presentation support.

 

Enters and updates donor and gift information in Raiser’s Edge database and coordinates queries and requests for basic donor research. 

 

Participates in Development Department meetings and other activities.

 

Shares information with HDQ and seeks assistance for all related database activity, donor information, etc.

 

Reception Duties: Receives/directs incoming phone calls; greets and announces guests.

 

Mail/Shipping/Fax: Distributes/posts mail, ships packages, sends/receives and distributes faxes; maintains postage meter.

 

Office Meetings: Coordinates weekly SCRO/National Staff meetings; sets agenda for meetings in consultation with Regional Director and SMGO; responsible for SCRO calendar and produces written minutes as needed of meetings. Maintains conference room schedule. Coordinates Blue Jeans/conference calls.

 

Financial Services: Oversees all office expenses, including supplies, service and equipment contracts, postage and shipping needs. Prepares quarterly and yearly summaries utilized in budget process. Maintains check book and records for local checking account; prepares checks for signature by Regional Director or other signees; balances account regularly and reports activity on monthly basis to HDQ; makes deposits and safeguards cash, as necessary. 

 

Maintains and secures SCRO petty cash funds; balances account and reports regularly to HDQ; submits check requests to replenish account. Assists with check request process to vendors, events/meeting venues etc.

 

Coordinates and oversees all vendor accounts and relationships with special focus on those that involve services across the office, including phone system, copier, postage, etc.

Establishes new accounts as required and maintains service and billing files for all SCRO vendors. Reviews for accuracy and processes invoices and requests for payment; monitors expenses against budget. 

 

Provides support for all activity related to incoming gifts and event transactions, including event sponsorships. 

 

Provides background information for budget planning purposes and assists in tracking all related activity.

 

Filing Systems: Creates and oversees the maintenance of accessible filing systems for the office. Files, scans and copies, as needed.

 

Office Equipment:  Maintains an inventory of all Lambda Legal-owned or leased equipment; updates HDQ when new equipment is acquired; stores and safeguards equipment; advises Regional Director about need for equipment replacement.

 

Computer System: Serves as first level resource for network, PC and software troubleshooting; coordinates with IT Manager and other technical staff to ensure SCRO system remains on line; checks daily functioning of all programs, including phone system, and provides SCRO staff with information on software and system use; utilizes and trains volunteer computer help; participates in organization-wide IT group meetings. 

 

Building Management Relationships and Office Maintenance: Plays liaison role to building management office for any needs and or problems that arise in office; oversees any work undertaken by repair personnel; keeps track of all security needs and keys.

 

Publications and Periodicals: Maintains Lambda’s internal publications with Communications and tracks any subscriptions for renewal.

 

New Employee Orientation: Prepares work-space and paperwork for new employees and interns; provides basic office routine information for orientation.

 

Supervision of interns and in-office volunteer activity, as required.

 

QUALIFICATIONS:

 

Position requires at least 2-3 years of work experience in a fast-paced environment with strong organizational skills. Must be computer literate, including knowledge of Microsoft Office and Excel software. Must be a self-starter and problem solver with ability to function under pressure and handle multiple tasks simultaneously. Excellent written and verbal skills. Preference for non-profit and fundraising experience. 

Benefits

Benefits package includes medical, dental, life and long-term disability insurance. Generous vacation.

Professional Level

Professional

Minimum Education Required

No requirement

How To Apply

The position is open until filled; interviews will begin immediately with qualified candidates. Send resume and cover letter, writing sample, and any samples of relevant prior work, by e-mail only to: Hiring Manager with the subject line of “Office Manager/Development Assistant" to lambda_careers@lambdalegal.org.


No calls please. Due to the high volume of applications, Lambda Legal cannot return phone calls about the position and, regrettably, cannot notify applicants of the status of applications unless an interview is requested.


Lambda Legal is committed to further building and maintaining a staff that reflects the full range of LGBT, HIV-affected and allied communities, and is an equal opportunity employer. People of color, transgender and gender-nonconforming people, women, people with abilities in multiple languages, immigrants, and people living with disabilities, including HIV, are encouraged to apply.


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