Administrative Specialist

About the Administrative Specialist position:

This position provides administrative support for multiple professional staff in family philanthropy, ensuring efficient operation and facilitating seamless communication across departments. This position reports to the Area Coordinator, Development (Family Philanthropy).

Essential Job Functions:

1. Manage a portfolio of administrative support services for multiple donors, families, and trustees.
2. Work in partnership with lay leaders, department managers and Federation staff to ensure seamless meetings and donor relations.
3. Prepare various business correspondences, letters, and grant reports as needed.
4. Prepare various mail merge documents.
5. Track and organize grant applications, awards, agreements, and reports.
6. Meticulously proofread content to ensure accuracy.
7. Manage corporate and governance records.
8. Effectively use Outlook Calendar to manage accurate calendar entries, schedule recurring events, set reminders, share calendars, and handle invitations with attention to detail.
9. Become proficient in multiple data and accounting systems for accurate and timely grants management to create and track grant records, grant payments, and grant terms.
10. Effectively collaborate using online collaboration tools such as Zoom and Microsoft Teams.
11. Work closely and collaboratively with the Finance department.
12. Operate with team spirit and can-do attitude as part of a collective effort for excellence.

Additional Duties/Responsibilities

• Research prospective grantees ensuring philanthropic support aligns with the grantor's mission or objectives.
• Update donor information in Customer Relationship Management (CRM) system.
• Sort and distribute mail ensuring that documents requiring signatures are handled promptly.
• Assume additional responsibilities and perform special projects as needed.

Qualifications:

Knowledge, Skills, Abilities and Personal Characteristics:

• Strong knowledge of Microsoft Office, database applications, and Customer Relationship Management (CRM) Software.
• Strong project management skills.
• Strong financial literacy skills.
• Ability to partner with cross-department colleagues in a professional and collaborative manner.
• Excellent verbal and written communication skills and the ability to actively listen.
• Critical thinking skills, detail-oriented, organized, accountable, deadline-driven, and solution focused.
• Effective team player with the ability to work collaboratively with others.
• Ability to handle confidential information and/or issues using discretion and good judgment.
• Well-developed customer services skills exercising poise, tact and diplomacy, including exceptional telephone etiquette.

Education, Training and/or Experience:

• High school diploma or GED.
• Minimum 5 years’ experience in administrative role with an understanding of basic financial concepts
• Associates Degree, a plus

About the Federation:

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland’s hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.

If you are qualified and interested in this exceptional opportunity, please send your resume and cover letter, and apply here.