Administration and Operations Assistant


Job Description


Title:                     Administration and Operations Assistant

Summary:           The Administration and Operations Assistant will be responsible for coordinating office administration and operations for re:MIND’s development, program, and board of directors-related efforts.




·         Serve as primary contact for phone calls

·         Manage and maintain common areas of office

·         Serve as office liaison with administrative vendors

·         Inventory, order, and maintain office supplies and equipment

·         Administer distribution of incoming mail, outgoing mail, and delivery services

·         Oversee completion of new staff paperwork, and office and benefits orientation

·         Organize and update administration files and maintain records as needed

·         Assist re:MIND leadership in scheduling meetings and outreach

·         Serve as office fire marshal



·         Oversee communications between the public and the re:MIND administration office with special emphasis on re:MIND support group program telephone inquiries and referrals

·         Schedule meetings as needed

·         Help prepare materials for program events and support groups



·         Input donations in GiftWorks donor database

·         Assist in donor acknowledgement process

·         Maintain donor files, GiftWorks donor profiles, and donor mailing lists

·         Process credit card donations

·         Assist with special events

·         Assist with monthly reconciliations between development and accounting departments

·         Manage out of state registrations


Board of Directors

·         Organize meetings and coordinate communications for board of directors, board committees, and special task forces

·         Organize board meetings packets and binders

·         Take and prepare board and committee meeting minutes

·         Prepare and send e-mail board and committee meeting notices and manage replies

·         Make arrangements for board meetings and prepare board room for meetings

·         E-mail board announcements as needed

·         Maintain board documents


Required Skills:

·         Strong written and verbal communication skills

·         Excellent interpersonal skills in person, by phone, and via email with high professionalism

·         Confident, friendly, good-humored, and punctual with a polished demeanor

·         Able to manage multiple work assignments with varying deadlines

·         Able to maintain grace under pressure during fast-paced times or under deadlines

·         Comfortable interfacing with donors, volunteers, and re:MIND staff

·         High proficiency using Microsoft Word, Excel, Outlook, mail merges, and web searches

·         Experience with GiftWorks donor database preferred but not required



·         Bachelor’s degree preferred

·         Nonprofit experience preferred

·         Dedication to the re:MIND mission

·         Experience working with volunteers and/or donors

·         Occasional evening or weekend work if/when necessary


Physical Activities and Requirements of This Position:

Finger Dexterity:                              Using primarily just the fingers to make small movements such as typing, picking up small objects, pinching fingers together

Talking:                                                 Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly

Average Hearing:                             Able to hear average or normal conversations and received ordinary information

Repetitive Motions:                        Movements frequently and regularly required using the wrists, hands, and fingers

Average Visual Abilities:                Average, ordinary, visual acuity necessary to prepare or inspect documents or products or operate machinery

Physical Strength:                            Medium work; exerts 50 lbs. of force occasionally, and/or up to 20 lbs. frequently, and 10 lbs. constantly


Mental Activities and Requirements of This Position:

Reasoning Ability:                            Ability to deal with a variety of variables under only limited standardization. Ability to interpret various instructions

Mathematics Ability:                       Ability to perform basic math skills, use decimals to compute ratios and percents, draw and interpret graphs and charts

Language Ability:                              Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias. Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar

                                                                Ability to communicate distinctly with appropriate pauses and emphasis; correct punctuation (or sign equivalent) and variation in word order; using present, perfect, and future tenses


Salary and Benefits:

·         Salary commensurate with experience

·         100% of medical, vision, dental, and life insurance premiums paid by employer

·         Employer matching contribution to retirement plan; fully vested upon inception

·         Generous vacation, holiday, and sick leave policy

·         Professional development opportunities

·         Partial reimbursement for cellular data plan for business-related functions


This job description in no way states or implies that these are the only duties to be performed by the jobholder. Essential job elements may change when necessary. re:MIND is an equal opportunity employer.

To apply: Submit cover letter and resume to