Position Objective Summary: The Office Coordinator is responsible for the execution of the donor stewardship program, overseeing the smooth operation of the office, and being a supportive role in assisting all departments in reaching the goals and objectives outlined in the Strategic Plan.
Principle Duties and Responsibilities:
1. Responsible for accurate and timely processing of all donor stewardship correspondence, data entry and reporting to fulfill the Foundation’s stewardship requirements outlined by internal policy and tax law. This will be accomplished by, but not limited to:
• Preparing donor thank you letters and applicable honor or memorial notes for President signature and promptly executing the mailing process in accordance with internal stewardship requirements
• Adhering to established internal control with regards to donor reports and database
• Working collaboratively with the Development Department and administrative support staff to ensure donors are thanked appropriately and timely
2. Responsible for coordinating and scheduling stakeholder trainings and presentations administered by the Program Department such as Seizure Recognition and First Aid Trainings
3. Responsible for fulfilling administrative tasks by, but not limited to:
• Maintaining office supply inventory, management of office equipment, and processing of incoming mail
• Answering phone calls, taking meeting minutes, data entry, copying or scanning, pulling reports, filing documents, etc.
• Assist with planning and execution of office events and meetings, including catering, printing materials, room setup, logistics, etc.
4. Responsible for supporting department needs by:
• Assisting staff with administrative tasks as needed including but not limited to preparing materials, making phone calls, etc.
5. Assisting with and participation in Foundation events and initiatives
6. Responsible for management and administration of the Dakota Pequeno Memorial Scholarship
7. Responsible for participating in the team effort to accomplish the Foundation’s mission statement, goals and Strategic Plan
8. Support and adhere to the Foundation’s policies, practices and core values
Skills and Abilities Required:
• Must have excellent verbal and written communication skills
• Must have strong organizational skills to manage multiple tasks and prioritize effectively
• Must be detail oriented to ensure accuracy in administrative tasks
• Must be a team player, and be able to multi-task with a wide variety of on-going projects
• Must be able to build and maintain an extensive knowledge of epilepsy, the Foundation’s mission and programs; and effectively communicate it to others in a variety of settings
• Must have superior collaboration skills, including proven ability to work effectively with multiple stakeholders
• Must have excellent interpersonal skills
• Must possess the ability to represent the Foundation in a professional and ethical manner
• Must be willing to travel and work flexible hours. The Epilepsy Foundation of Michigan covers the entire state of Michigan; therefore, this position may occasionally require traveling throughout the state and will include overnight travel, weekends and/or evening events
Knowledge and Experience Required:
• High School Diploma
• 1-2 years of experience in an administrative or office support role
• Basic understanding of epilepsy is ideal as well as a willingness to continue learning
• Nonprofit experience ideal
• Computer skills and knowledge of:
i. Microsoft Office software (Word, Excel, PowerPoint, etc.)
Working Conditions:
Office conditions represent the primary working environment. Physical activity, including reaching, bending, lifting, and prolonged periods of standing, may be required when participating in and preparing for Foundation programs. Ability to travel and reliably get to and from community presentations, events, and meetings across the state is required.
NOTE: The above statements are intended to describe the general nature and level of work being performed by employees assigned this job. They are not exhaustive lists of all duties, responsibilities, knowledge, skills, abilities and working conditions associated with the job. Additional functions may be required to meet Foundation objectives.
It shall be the policy of the Epilepsy Foundation of Michigan to provide equal employment and service opportunities to all eligible persons and to administer personnel policies and practices in accordance with all applicable laws. We believe that diversity creates a healthier atmosphere, and we do not discriminate on the basis of race, ancestry, creed, religion, color, personal appearance, national origin, citizenship, age, sex, sexual orientation, gender identity or expression, marital status, parental status, family responsibilities, the presence of any sensory, physical or mental disability, intellectual disability, learning disability, matriculation, membership in any labor organization, lawful source of income, political affiliation, or political ideology.
Please send cover letter and resume to Pamela Bird at pbird@epilepsymichigan.org