Administrative Assistant

About TRCF

The Ruth Cheatham Foundation (TRCF) is a Dallas-based nonprofit organization that provides financial support for teen cancer survivors in their pursuit of higher education. Many young survivors find themselves facing unfair limitations to an already uncertain future; TRCF paves the way for survivors to follow their dreams and thrive, not just survive.

Position Overview

The Administrative Assistant reports to the leadership team and plays a vital role in supporting the day-to-day operations of the organization. This role is essential to ensuring that internal systems, data, and processes are accurate, organized, and running efficiently. The Administrative Assistant will support all departments, including Program, Operations, and Development, with a strong focus on administrative excellence, data integrity, and organizational efficiency.

Key Characteristics

• Organization: Exceptional attention to detail with the ability to maintain structured systems

• Communication: Clear, professional written communication skills

• Efficiency: Ability to manage multiple tasks and deadlines

• Ownership: Takes initiative and responsibility

• Adaptability: Comfortable supporting multiple team members

• Discretion: Maintains confidentiality

• Problem Solving: Identifies and improves inefficiencies

Preferred Professional Experience

• Minimum 2 years of administrative or operations experience

• Strong data entry and database management experience

• CRM, Google Drive, Airtable, Excel/Sheets experience

• Nonprofit experience preferred

• Strong remote work accountability

Key Responsibilities

Program Support

• Manage scholar communications and routine program inquiries

• Conduct outreach regarding renewals, missing documents, tutoring, and program participation

• Mail scholar birthday cards and milestone communications

• Track anticipated graduation dates and school information

• Run National Student Clearinghouse reports and update records

• Monitor GPA alerts and coordinate tutoring outreach

• Support Educational Support Box and Care & Comfort Kit logistics

• Maintain scholar records and documentation

Data Management & Reporting

• Maintain Airtable, Bloomerang, scholarship databases, and reporting systems

• Perform data cleanup, audits, and quality assurance reviews

• Generate monthly, quarterly, and annual reports

• Track persistence, graduation, scholarship, and impact metrics

• Support board, donor, and leadership reporting

Development & Fundraising Support

• Maintain donor records and CRM accuracy

• Assist with donor acknowledgments and stewardship activities

• Create mailing lists and address labels

• Track in-kind donations and donor relationships

• Support fundraising events and sponsorship administration

Volunteer & Event Support

• Coordinate volunteer communications and scheduling

• Assist with volunteer appreciation initiatives

• Support event logistics, registration, vendor coordination, and follow-up

• Manage purchasing and inventory for program and event supplies

Operations & Administrative Support

• Manage calendars, scheduling, and meeting logistics

• Maintain Google Drive organization and document management systems

• Draft routine correspondence and organizational communications

• Support project management in Asana

Outreach & Community Relations

• Maintain hospital and community partner databases

• Support outreach to hospitals, nonprofits, and AYA cancer organizations

• Track referral sources and partnership opportunities

Benefits

• Retirement Plan

• Paid time off

• Work from home

• Flexible schedule

• Professional development assistance

Work Schedule

• M-F 40 hours/week with flexibility