Development and Administrative Assistant

Job title: Development and Administrative Assistant

Reports to: Development Director and Executive Director

Position: Part Time/Hourly (20 hrs/week)

Hugo House is a nonprofit literary arts organization located in Seattle with a 20-year history as the city's hub for writers. In the fall of 2018, Hugo House moved into a new facility in the heart of the city, which has enabled dramatic growth in classes and event programming. One of the nation’s leading community-based centers for the literary arts, Hugo House has a vision to open the literary world to anyone who loves books or has a drive to write. Hugo House offers year round creative writing programming for youth, including single day workshops, year-long cohorts, open mic nights, and summer writing camps.

OVERVIEW

To engage and support Hugo House patrons, donors, and volunteers, and to provide administrative support to executive and development staff, including database management and registration duties.

JOB SUMMARY

CRM Database Management

• Direct responsibility for maintenance and management of CRM database (CiviCRM)
• Maintain data integrity and ensure accuracy of patron and purchase records (donation entry, class tracking, refunds, and membership)
• Generate reports and pull data for all departments, as needed
• Train front desk staff and colleagues on database usage, as needed
• Resolve inconsistencies, user issues, and concerns

Development and Membership Support

• Administers membership program, which includes timely communications to expiring, lapsed, and new members
• Maintain accurate member information in database and schedule for renewal solicitation
• Evaluate membership benefits and current trends to build program and administration efficiencies
• Supports donor communications including: mailings, donor acknowledgements, and donor benefits in a timely and efficient manner
• Records and tracks donor and prospect activity
• Provides support to Development Director, as needed

Executive Assistance:

• Coordinates Board meetings; distributes agenda packets, tracks and assists communications, and maintains online records
• Edits Word and Excel documents, as requested
• Perform general office support duties such as filing, copying, and mailings
• Provides ad-hoc project support to Executive Director, as needed
• Assists with scheduling and managing executive meetings

Volunteer Coordination:

• Recruit, hire, and oversee volunteers including tracking and recording volunteer hours

Qualifications:

• B.A. or AA degree preferred
• Familiarity with literature and/or contemporary writers
• Excellent written and verbal communication skills
• Meticulous attention to detail
• Excels at staying on top of multiple deadlines
• Demonstrated excellence in judgment, problem solving, and decision-making
• Ability to learn and adapt quickly
• Initiative and the ability to think critically
• Proficiency in MS Office Suite (Word, Excel, PowerPoint)
• Experience with CRM database maintenance, running reports, pulling data
• Strong organizational skills
• Discretion with privileged information
• Ability to juggle many responsibilities and demands on time
• Must be able to prioritize and work independently and also enjoy working closely in a support role with others.
• Willingness to be flexible in work schedule as needed

Title VII of the Civil Rights Act of 1974 prohibits discrimination in employment. Recognizing its legal as well as social obligation to afford equal opportunity, Hugo House maintains an affirmative action policy as part of its inclusive hiring practices. It is Hugo House’s intent to maintain a diverse work force that represents our community. Our approach to diversity is intended to provide not only equal employment opportunities to minorities, women, and persons with disabilities, but also to recognize and value people with ethnic, cultural, and other differences, such as religion, ancestry, language, national origin, culture, age, gender, sexual orientation, and marital status.