Administrative Assistant Development, NIJC

About NIJC

The National Immigrant Justice Center (NIJC) advances human rights and due process for immigrants refugees and asylum seekers through direct legal services impact litigation advocacy and public education. Headquartered in Chicago with offices in Washington DC Indiana and San Diego NIJCs team of 100 attorneys paralegals and professionals along with 2000 pro bono attorneys is at the forefront of immigration reform.

Job Summary:

While this job is posted as a part-time position NIJC is considering both full and part-time applicants.

NIJC seeks a Development Administrative Assistant that provides administrative support to advance the goals of NIJCs development and fundraising team. This role will process high volumes of incoming and outgoing mail related to fundraising as well as maintaining paper files in accordance with our record retention policy. The Development Administrative Assistant will perform administrative tasks that support donor services including producing sending and tracking invoices; updating donor information stored in NIJCs database; and assisting with fundraising events through RSVP management and coordination of sponsor recognition. As needed the role will support members of the Development team with other administrative needs such as electronic file management donor communications and database integrity.

NIJC is a hybrid workplace. The Development Administrative Assistants duties are expected to be performed primarily in-office. There may be flexibility for some remote work dependent on performance and the needs of the team after 90 days in the role.

Essential Duties and Responsibilities:

• Receive scan and file (both electronically and in paper format) all checks and other mail pieces received by NIJCs Development team on at least a weekly basis
• Print donor acknowledgment letters coordinate with the Executive Director to ensure letters are signed and package letters for mailing on at least a weekly basis
• Print coordinate signing of and package appeal letters and other mailings sent in-house by the Development team
• Scan and file electron copies of outgoing letters to preserve a complete record of NIJCs communications with donors
• Manage the Development teams paper files and ensure record retention and destruction is followed
• Produce and send invoices to NIJCs donors for event sponsorships and donations track status of invoice payment
• Update NIJCs donor database as needed and directed by the Development team including making updates to contact information merging duplicate records. Etc.
• Support with NIJCs events and meetings with donors including but not limited to:
• Creating invitations and supporting materials
• Coordinating recognition of event sponsors including requesting and tracking receipt of logos ads social media handles etc.
• Managing RSVPs including following up with event sponsors and attendees to secure RSVPs
• Producing name tags bid paddles and other needed materials including coordinating with third-party print vendors
• Inventorying and ordering supplies packing supplies for transport to event venue unpacking and organizing supplies at event venue packing remaining supplies for transport back to NIJC
• Supporting with event volunteer management
• Maintain highly confidential files records and projects with tact and discretion
• Assist with other duties as assigned particularly during high volume periods such as triaging and responding to emails to the NIJC Development team general email account communicating with donors and drafting acknowledgment letters

Competencies

• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Ability to work independently and as part of a team
• Attention to detail and accuracy
• Ability to manage multiple tasks and deadlines
• Ability to maintain confidentiality of donor information

Qualifications:To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required.

1. Education & Experience

• An associate degree with two years of experience in administrative support in an office setting is .
• Prior experience in nonprofit organizations or philanthropy is preferred.

1. Technical skills

• Basic working knowledge of Microsoft Excel (simple formulas and functions) . Advanced proficiency is a plus.
• Experience with nonprofit customer relationship management (CRM) platforms (Raisers Edge Salesforce Little Green Light DonorPerfect etc.) preferred.
• Experience with data entry and data quality assurance preferred.

Physical Abilities Statement

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position 50% of the time
• The person in this position occasionally needs to move about the inside of the office to access filing cabinets office machinery etc.
• Constantly operating a computer and other office productivity machinery such as a copy machine.

It is the policy of NIJC not to discriminate against any applicant for employment or any employee because of age color sex disability national origin race religion or veteran compliance with federal law all persons hired will be to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

For any technical issues please contact

By submitting your application you acknowledge and consent to undergo a comprehensive background check as part of the employment process. This background check will be conducted in compliance with applicable state and federal laws.

Required Experience:

Junior IC