About the Center of Family Love
Center of Family Love (CFL) in Okarche, OK is a faith-based, non-profit 501(c)(3) organization that provides residential and employment programs for adults with intellectual disabilities by cultivating their interests, skills and independence to live creative, productive and joyous lives. We are located 30 minutes west of north Oklahoma City.
Summary:
The Executive Administrative Assistant: Primary responsibility is to provide support to the Chief Executive Officer (CEO) & President in daily operations and special projects. This includes the internal coordination between the Group Homes, ICF’s/MR, and Vocational Programs and the external coordination with the community, other agencies, and the Board of Trustees. This position is also responsible for promoting positive public relations and fund-raising activities in coordination with the Board of Trustees. The Executive Administrative Assistant will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, giving tours, arranging conference calls, scheduling meetings, and organizing events.
Development Coordinator: Build and manage database list generating and reporting fundraising activities, interact with donors, and help maintain excellence in care and detail of our donor database systems; to support the Philanthropy team with donor correspondence, interdepartmental collaboration, and administrative skills; to complement the CFL Team with a heart of service, integrity, humility, and perseverance.
Responsibilities:
- Support the CEO & President
- Provide correspondence to Board of Trustees as needed
- Conduct research, compile data, prepare presentations and other documents for consideration by the CEO & President, staff, and Board of Directors
- Communicate professionally on behalf of CFL with internal & external sources
- Process incoming donations & other correspondence as needed
- Provide tours of facility and visit with prospective residents’ families & other community members as needed
- Coordinate both internal & external meetings & events
- Act as an advocate for the developmentally disabled clients we serve and for the mission of CFL
- Maintain current and accurate documentation for projects & events including fundraising efforts
- Attendance is a crucial function of this position as the responsibilities of this position are not duplicated with other staff and are key to the success of the Executive team
- Other related duties as assigned or necessary to complete department objectives & assist the team.
- Confidentiality & HIPAA compliance regarding the individuals we serve is to be maintained at all times.
Administration Responsibilities:
- Schedules Philanthropy team committee meetings, coordinates luncheons, communicate with CFL Board as needed
- Work with VP of Philanthropy and CEO to run appropriate financial reports for CFL Board and Finance meetings
- Respond to emails relating to donations, donated items, and support donors with financial support
- Assist with all mailings
- Send out system thank you notes after each deposit as needed
- Do any necessary paperwork for matching donations with employers
- CFL Financial Responsibilities:
- Work closely with VP of Philanthropy, CEO, and Fundraising Manager to ensure correct accounting procedures are in place and executed each month
- Record donations daily (checks, credit cards, cash), as needed
- Manage all donations in donor software
- Collect and enter receipts from credit card transactions and manage expense reports from CFL philanthropy staff
- Work with VP of Philanthropy to close the year, send out end of the year giving statements and prepare for the annual audit.
- Work with VP of Accounting on monthly reports, reconciling donations and assisting with fiscal end of year audits.
CFL General Operating Responsibilities:
- Keep track of operational calendar including contracts, etc.
- Work with VP of Philanthropy to ensure all tax and other government (both state and federal) required forms are filed on time. Including eligibility for nonprofit status and collecting W-9s
- Donor Database Liaiso
- Support the Finance, Philanthropy, and Communication teams in providing accurate list generation from our donor database to utilize for all marketing and fundraising activities such as emails, mailed donor appeals and communications, and marketing campaigns
- Provide Philanthropy team with accurate and regular reporting of donor data and giving for adequate analysis and use by directors in fundraising
- Provide great care and attention to updated and clean donor records and the overall data accuracy in our systems
- Philanthropy Department Donor Stewardship Duties:
- Provide general donor correspondence including assisting, thanking, and communicating with donors via phone, email, and written communication
- Manage special event seating, RSVP’s and logistics for our annual fundraising Gala as well as other special events throughout the year
- Manage all sponsorships for events to ensure all seats are provided with sponsor levels, check has been received, and level selected has been recognized accurately.
- Actively work in fundraising software systems to transfer funds to our main platform, Blackbaud.
Qualifications
College degree preferred. 2-4 years of experience in a clerical, administrative, or office setting is required, preference given to those with further experience or background in fundraising. Must utilize excellent communication skills and be a team player. Strong computer proficiency & attention to detail required.
Must have reliable transportation, valid Oklahoma driver’s license, auto insurance as required by the State of Oklahoma.
Must pass OSBI background check and have no prior listing on the Oklahoma Community Registry.
- Superior organizational and time management skills, great with details, and internal drive to take responsibility for their work.
- Team player with ability to initiate as well as implement plans
- Fluency in math skills with the ability to multi-task
- Exceptional people skills and problem-solving skills
- Excellent written and communication skills
- High proficiency and coachability in databases and reporting; specific experience with donor software preferred
- Proficient in Microsoft Office with high proficiency in Excel
- Must have a valid driver’s license and access to a private vehicle for business use.
- Goal setting and budget management.
Job Type: Full-time
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Okarche, OK 73762 (Preferred)
Ability to Relocate:
- Okarche, OK 73762: Relocate before starting work (Preferred)
Work Location: In person
