Administrative Coordinator

The SMS Research Foundation is seeking a part-time 10 hour per week Administrative Coordinator. This role serves as the core support for the organization. The ideal candidate will be deeply invested in the nonprofit community and will demonstrate strong communication skills, a robust work ethic, and a can-do attitude. Reporting directly to the Executive Director, the Coordinator's duties will vary throughout the year based on organizational needs and special projects.

Key Responsibilities:

The Administrative Coordinator will:

• General Administration: Execute all administrative duties, including managing all organizational correspondence, such as thank-you letters.

• CRM Management: Coordinate and maintain the CRM; run reports, update letters, enter philanthropic gifts into the donor database, and keep accounts up-to-date.

• Communications: Schedule newsletters, emails, and social media posts; create marketing images using Canva; and manage the production of e-newsletters.

• Inquiries: Respond to calls and emails directed to info@[organization's email]. Guide callers or email correspondents to appropriate resources or personnel.

• Financial Support: Provide administrative support for financial documents.

• Platform Oversight: Oversee and maintain all of the organization's platforms and accounts, including managing the Q-Giv platform during the annual "Steps Move Science Walk."

• Event and Mailing Support: Assist with event-related administrative duties and handle direct mailing support.

• Website Maintenance: Coordinate website updates.

Additional Responsibilities:

• Board and Philanthropy Support:

• Maintain both internal and external board documents.

• Support prospect research, donor cultivation, and grant preparation.

• Maintain documents required for grant submissions and donor stewardship.

Skills Required:

The successful candidate will possess:

• Professionalism: Exceptional verbal and written communication skills.

• Tech Savvy: Familiarity with basic office technology and a willingness to learn new platforms.

• Detail-Oriented: A keen attention to detail is required.

• Ethical Standards: A strong work ethic and an unwavering commitment to ethical behavior.

• Industry Awareness: An understanding of nonprofit operations and the rare disease community is desirable.

Preferred Skills:

Canva Proficiency: Experience in creating marketing images and materials using Canva.

CRM Expertise: Familiarity with Bloomerang CRM; previous experience in managing donor databases and running reports is highly valued.

Qgiv Familiarity: Experience with the Qgiv platform

Strong Written Communication: Ability to quickly grasp and adapt to the organization’s voice and style

Independent Work Ethic: Capable of taking direction and working independently, efficiently managing time to maximize productivity within a part-time schedule.

Innovative Content Creation: Skills in generating engaging and creative content for social media and other communications channels.