Administrative Assistant Development, NIJC

Job Description

Job Description

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, NIJC's team of 100 attorneys, paralegals, and professionals, along with 2,000 pro bono attorneys, is at the forefront of immigration reform.

Job Summary :

This is a temporary, part-time role (at least 16 hours per week for three months), with the possibility of a permanent hire at the end of three months. All duties must be performed in-office.

The Development Administrative Assistant provides administrative support to advance the goals of NIJC's development and fundraising team by performing administrative tasks that support donor services, including producing, sending, and tracking invoices; updating donor information stored in NIJC's database; and assisting with fundraising events through RSVP management and coordination of sponsor recognition. This role also supports members of the Development team with other administrative needs, such as electronic file management, donor communications, and database integrity.

Essential Duties and Responsibilities :

• Receive, scan, and file (both electronically and in paper format) all checks, and other mail pieces received by NIJC's Development team
• Print and mail donor acknowledgment letters
• Print, coordinate and package appeal letters and other mailings
• Electronically file copies of outgoing letters to preserve a complete record of NIJC's communications with donors
• Manage the Development team's paper files and ensure record retention and destruction policy is followed
• Produce and send invoices to NIJC's donors for event sponsorships and donations, track status of invoice payments
• Update NIJC's donor database as needed and directed by the Development team
• Support with NIJC's 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
• Producing name tags, bid paddles, and other needed materials, including coordinating with third-party print vendors
• Inventorying and ordering supplies
• 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

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.

Education & Experience

An associate degree with two years of experience in administrative support in an office setting is required.

Prior experience in nonprofit organizations or philanthropy is preferred.

Working knowledge of Microsoft Excel (simple formulas and functions) is required. 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.

Strong written and verbal communication.

Strong attention to detail.

Strong reliability and follow-through, ability to prioritize multiple tasks, and collaborative mindset.

How to Apply

Please Include :

Your resume

A compelling cover letter

In your cover letter, please address the following :

Why you are interested in this specific role and in working for NIJC

How your unique skills and experience will enable you to make a significant impact on our team and help us achieve our mission.

A specific, brief example of a project or accomplishment from your past that best demonstrates your relevant qualifications.

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.

Ability to lift 20 pounds.

The person in this position occasionally needs to move about the inside of the office to access filing cabinets, office machinery, etc.

Constantly operates 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 status.

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.