Administrative Support Specialist

Title: Administrative Support Specialist

Reports to: Director of Fund Development

FLSA Status: Regular Full Time/Non-Exempt

Classification: Specialist

Location: Grand Rapids Service Center

Grade: 2

Position Summary: This hybrid role provides a full range of administrative and organizational support for the Fund Development and Human Resources Departments. The Administrative Support Specialist will be responsible for a wide range of tasks, including managing donor databases, creating reports, various data entry projects and maintaining accurate records while collaborating with team members to achieve departmental goals. This role requires proficiency in Excel and data entry, excellent time management, efficiency, and the ability to display professional written and verbal communication. The ideal candidate demonstrates a collaborative spirit and positive attitude. This individual will be required to achieve Bloomerang certification within the first year of employment.

Requirements:

Essential Duties and Responsibilities:

• Prepare and edit correspondence, presentations, and other documents.
• Perform accurate and efficient data entry tasks.
• Develop and maintain detailed Excel spreadsheets from databases to support Fund Development activities.
• Manage donor database and process all gifts and acknowledgements.
• Reconcile donor database with Finance department monthly.
• Provide support for grant research, submissions, tracking, and reporting.
• Track and report monthly and/or quarterly on GSMISTS trusts and other foundations as appropriate.
• Manage Fund Development activity for troop support including money earning and fundraising approvals.
• Provide support for Human Resources and Governance administrative tasks.
• May perform other duties as assigned.

Qualifications:

• Minimum of 2 years professional administrative experience
• Proficient in Microsoft Office 365, with a strong emphasis in Excel and data entry
• Ability to work independently and accurately under the pressure of multiple deadlines, and remaining well organized and flexible.
• Strong written, verbal and interpersonal skills
• Exceptional attention to detail

Requirements:

• Adherence to Girl Scouts of Michigan Shore to Shore policies and procedures.
• Registration as a member of Girl Scouts of the USA.
• Willingness to work a flexible schedule including evenings and weekends.
• Willingness to travel as job requires.
• Capability to provide own transportation and maintain valid operator license.

Council Expectations Of Employee:

• Adheres to council policies and procedures
• Acts as a role model within and outside the council
• Performs duties as workload necessitates
• Behaves and communicates in a positive and respectful way
• Communicates regularly with supervisor about Department issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Consistently reports to work on time prepared to perform duties of position
• Meets Department and individual performance goals and standards
• Commitment to mission and goals of Girl Scouting
• Maintain an active GSUSA membership

Core Competencies:

• Interpersonal Relations
• Team Building
• Customer Responsiveness
• Personal Integrity and Professional Conduct
• Self-Management
• Time Management
• Fostering Diversity
• Judgment and Decision Making
• Problem Solving
• Conflict Management
• Adaptability
• Oral Communication
• Written Communication
• Information Management
• Organizational Knowledge

Fund Development Competencies:

• Volunteer Relations
• Fund Development
• Administrative Coordination
• Data Analysis and Reporting
• Record Maintenance and Organization
• Technology Proficiency
• Workflow Optimization
• Documentation and Compliance

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The employee is expected to adhere to all agency policies and to act as a role model in adherence to agency policies. This position description does not constitute a contract.