Job Title:                    Administrative Coordinator

Program:                    Camp Ronald McDonald for Good Times

Reports To:                Executive Director

FLSA Status:             Non-Exempt

Summary:

Camp Ronald McDonald for Good Times (Camp), a year-round/cost-free recreational camp for children with cancer and their families, is a program of Ronald McDonald House Charities® of Southern California (a.k.a. RMHCSC). RMHCSC is located in Los Angeles near several neighboring hospitals. Our mission is to provide comfort, care, and support to children and families in Southern California. To achieve its vision of creating a community where children and their families embrace life and healing with a sense of hope, enthusiasm, and joy. RMHCSC also operates six Ronald McDonald Houses, two Ronald McDonald Family Rooms, and Camp.

As a part of Camp’s administrative team (located at the LA Ronald McDonald House), the Administrative Coordinator is responsible for overall operations of the Camp office, ensures the integrity of our donor database, and supports the development team. The Administrative Coordinator works with Executive Director, Development Team, and Accounting Team on all financial aspects of Camp operations, including donation processing, reporting, and budgeting.  Responsibilities also include supporting development efforts by pulling queries and lists for fundraising and communication activities, supporting donor cultivation/moves management, supports key development activities and administrative duties as assigned.

Responsibilities

Essential Duties and Responsibilities:

Information Technology

Manage all aspects of the Raiser’s Edge (RE) database.

  • Review data entry monthly for consistency and accuracy on part of all users.
  • Maintain and modify data entry procedures as departments needs evolve.
  • Optimize use of database functionalities to support the goals of all departments.
  • Support the needs of end-users, Microsoft Office abilities/shortcuts, database integrity, and reporting requirements.
  • Respond to RFI with a high standard of service, providing data to all departments.
  • Stay informed of computer product updates, patches and new developments.  Attend appropriate training and user group meetings.
  • Support RMHCSC database conversion efforts.
  • Oversee maintenance and supply needs for all office for office staples, need for any technology equipment.

Finance

  • Process all credit card donations and create necessary reports of these donations for the Program Support Center.  Process checks and cash donations, make all bank deposits and generate all donor acknowledgment letters/correspondence.  Process restricted endowment donations.  Process end of year receipts for all monthly giving donors. 
  • Reconcile Camp revenue operating statements with Raiser’s Edge to ensure accuracy; assist in forecasting and reporting, and support annual budgeting process for the Camp office.
  • Work closely with PSC Administrative Coordinator in ensuring donations come to the right program.
  • Prepare any requested financial reports for RMHCSC.
  • Work closely with PSC finance staff and Camp staff to ensure consistency between financial information in Camp database and official Camp financial records.

 

Development

  • Record all in-kind donations; ensure that acknowledgment letters are sent to donors. Prepare monthly reports on in-kind donations. 
  • Support additional development administrative tasks and cultivation efforts as needed (i.e. thank you letters, donor outreach, donor letters, etc.).
  • Assist in establishing RE reports/queries for the Executive Director and Development team as requested.
  • Establish positive rapport with donors and stakeholders and support the development team in moves management efforts.
  • Take a lead role and support key development activities—i.e. recurring gift program, scheduling donor meetings, donor appeals, etc.
  • Assist Development Team with Camp Events as needed to support fundraising efforts (note: some weeknights/weekends required to support events).   

Administrative/General

  • Coordinate and process vendor payments; troubleshoot problems with vendors and PSC.
  • Ensure office supplies are stocked. 
  • Coordinate office needs with the appropriate PSC and LARMH staff.
  • Support coordination of Board Meetings—including ordering food, printing meeting materials and the like.
  • Perform additional tasks as requested by the Executive Director.

 

Education and Work Experience:

Bachelor’s degree with 3-5 years of administrative/office experience. Database knowledge/management a plus (position works daily with RE donor database system).

 

Knowledge and Skills:

  • Enthusiastic, positive and team player attitude.
  • Ability to work independently and a self-starter.
  • Ability to work effectively and demonstrate flexibility in order to deliver results in a fast-paced environment.
  • General knowledge and demonstrated experience with office management; knowledge of the organization’s operations of administrative programs; ability to establish and maintain effective relationships with other staff, employees, and the general public; ability to present facts and recommendations effectively in oral and written form.

 

Qualifications:  Strong communication and organizational skills.  Requires high attention to detail, strong organizational and time management skills and the ability to prioritize competing priorities.  Ability to work under pressure with tight deadlines. 

 

Language Skills:  Ability to generate general business correspondence and donor acknowledgment letters.  Strong phone and email etiquette required.  Ability to effectively present information and respond to questions from management and colleagues. 

 

Mathematical Skills:  Strong knowledge of Excel; Ability to calculate figures and amounts.

 

Computer Skills: Strong proficiency in Windows, and Microsoft Office 2007 (Excel and Word – including mail merges); and experience working with Raisers Edge is preferable.                 

 

Certificates, Licenses, Registrations:  None

 

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear.  The employee is frequently required to sit. The employee may periodically lift and/or move up to 25 pounds. 

 

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderate.

 

Equal Opportunity Employer

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