Administrative Assistant​/Volunteer Coordinator

The Guidance Center is a recognized leader in providing a broad range of services that have helped children, adults and families unlock potential and build better lives since 1958. With 25 programs, we offer treatment, prevention, growth and education services to more than 18,000 people annually. Together we:
Nurture development. Foster resilience. Cultivate well-being.

We have an exciting opportunity for an Administrative Assistant / Volunteer Coordinator to join our team of talented professionals. As an Administrative Assistant / Volunteer Coordinator in the Philanthropy & Communications Program, you will provide direct support for the department’s philanthropic and special event (fundraising and donor) activities. This includes assisting with the execution and reporting of annual Schools and Municipal Appeal Campaigns, assisting with sponsorship mailings, and coordinating fundraising and donor events.

You will manage donor records and documentation in the donor database (Bloomerang or current system), act as the department’s primary point of contact during audits, manage donor acknowledgement and receipting, and coordinate agency-wide volunteer services. Regular hours are Monday through Friday 8:30 a.m. – 5 p.m., with some evenings and weekends required for special events.

• Maintain and update all development activity utilizing Bloomerang (or the current donor database).
• Compose and manage regular donor correspondence, including acknowledgments, receipting, invitations, routine letters, reports, memos and other related communications.
• Assist the Philanthropy & Communications team to plan and execute projects such as special event planning, sponsorship mailings, meetings and conferences; schedule bi-monthly Philanthropy & Communications committee meetings; provide agenda and materials in advance; coordinate meals; support fund-raising events and campaigns, open houses and public presentations.
• Track and report all donor and prospect donor activity using the donor database.
• Monitor all appeals and online donations/contributions; cross-check with checklists and acknowledge donors within 24 hours when possible.
• Work with the Finance team to reconcile donations via monthly reports.
• Assist and support the Philanthropy & Communications Department to ensure major fundraising and volunteer events are successful.
• Process credit card charges for donors and operate the credit card machine at agency events.
• Organize, maintain and update both electronic and physical files.
• Participate as a support member on the Board of Directors’ Philanthropy & Communications Committee.
• Assist with the annual Municipal and School Appeal Campaigns, including data collection, creation of letters to accompany data and outcomes materials, creation of invoices and reports, and representation at school board or city council meetings as a spokesperson for the agency.
• Under the direction of program leadership, organize, coordinate and manage the recruitment of volunteers for various programs, departments, and events (limited by time).
• Collaborate with other service and program areas to meet volunteer needs and develop partnerships with social, civic, and business organizations to recruit volunteers.

To qualify for this position, you will need the following:

• Bachelor’s degree preferred (high school degree with relevant experience may be considered) plus two or more years of experience dealing with the public in a professional setting while supporting a Director or Senior Level Manager. Prior experience in philanthropy/development is preferred.
• Excellent organizational skills and strong interpersonal abilities.
• Proficiency with Windows/Microsoft Office, Microsoft Outlook, and fundraising database management software. Experience with dedicated software databases is required.
• A nonjudgmental approach with cultural competency and sensitivity to diverse populations.
• Ability to engage and maintain relationships with staff, donors and community members; flexible, patient, creative, and pleasant in disposition and appearance.

The Guidance Center offers a competitive salary, flexible scheduling opportunities, a team-oriented work environment, and more. The Guidance Center is an equal opportunity employer and is committed to creating a welcoming place for everyone.