Administrative Specialist

Administrative Specialist

The Administrative Specialist professional provides essential high-level administrative and operational assistance directly to the President/CEO. This role is critical in ensuring the efficient management of the executives schedule preparing vital meeting documentation and meticulously handling expense budget reconciliation. Additionally this position aims to support the development team by maintaining accurate information generating insightful reports and assisting with key events ultimately contributing to the organizations mission and strategic goals.

MINIMUM QUALIFICATIONS: Bachelors degree and two years of related experience required. An additional three years of experience demonstrating comparable skills and knowledge will be considered as an equivalent to bachelors degree.

Additional requirements include:

• Proficient in technology including Microsoft Office Adobe Pro and database management.
• Highly organized and detailed oriented.
• Demonstrated ability to handle challenging schedules and calendars.
• Ability to prepare and organize meetings and events in person and hybrid format.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent verbal and written communication skills.
• Handle sensitive confidential information with discretion.
• Work in a fast-paced deadline driven collaborative team environment.

COMPENSATION: $19.95-$29.92 per hour based on education and experience. Benefits include a generous leave package including annual leave sick leave and personal days; 11 paid holidays; health dental vision and life insurance; 403(b) with employer match; potential eligibility for federal student loan forgiveness. CVIC participates in the ND Working Parents Child Care Relief program.

SUPERVISED BY: Business Manager

CLASSIFICATION: Non-Exempt

RESPONSIBILITIES:

Administrative Support

Provide comprehensive administrative support to the President/CEO including managing calendars scheduling and preparing materials for various internal and external meetings including board of director materials notices and minutes for meetings. Manage President/CEOs expense budget by gathering supporting documentation processing payment authorizations and reconciling reports. Serve as an essential backup when needed to the front desk administrative team welcoming visitors answering phones and maintaining inventory of CVIC printed materials.

Data Entry and System Maintenance

Manages all aspects of the donor databases including accurate data entry for gifts pledges and volunteer records system maintenance (user access configurations troubleshooting) and ensuring data integrity through regular cleaning and updates.

Reporting Analysis & Reconciliation

Develop and maintain queries and reports to support fundraising initiatives including direct appeals email campaigns and events. Generate regular and ad hoc reports on donor activity and fundraising performance and collaborate with finance to reconcile donor data with financial systems monthly. Analyzing donor data to identify trends stewardship opportunities and ways to enhance fundraising campaigns.

Event Management and Presentations

Manage back-end setup of events and fundraisers including registrations sign-up forms and donation pages. Assist with coordinating staff registrations for external events and scheduling development presentations and meetings.

Be life changing with us. Apply today by submitting a cover letter resume and completing the employment application at Contact Kristina Stepps Director of Human Resources at or with any questions.

APPLICATION DEADLINE:Monday August 11 2025.

CVIC is an Equal Opportunity Employer including disability/veterans.