Resource Development Administrator

The RD Administrator provides day-to-day administrative support to the Resource Development (RD) team and the Chief Development Officer (CDO). This position helps keep department activities organized by maintaining accurate records, preparing reports and materials, tracking payments and deliverables, coordinating meetings and communications, and following up on outstanding items. The role works with staff across departments to ensure information is complete, deadlines are met, and routine processes are handled accurately and consistently.

Administrative Coordination

• Maintain organized electronic files, shared documents, calendars, templates, contact lists, and tracking spreadsheets.
• Enter, update, and check information in databases and spreadsheets to ensure records are accurate and complete.
• Track assignments, deadlines, requests, and follow-up items; remind staff of upcoming deadlines and follow up on missing information.
• Prepare and format meeting agendas, minutes, welcome packets, newsletters, email communications, committee materials, and other documents.
• Maintain and update standard templates and process instructions.
• Track RSVPs, send confirmations, and make follow-up calls or send reminders as needed.

Tracking, Reporting, and Financial Administration

• Maintain trackers for invoices, purchases, sponsorships, agreements, and promised deliverables; update status and flag overdue or missing items.
• Prepare routine weekly and monthly revenue and activity reports using information from department systems and spreadsheets.
• Review data and reports for missing information, inconsistencies, and errors before sharing them with staff or committees.
• Assist with purchasing, budget tracking, monthly credit card reconciliation, receipt collection, and expense documentation.
• Follow up with staff and vendors to collect invoices, receipts, approvals, and other information needed to complete records and payments.
• Support the preparation and tracking of thank-you letters, donation forms, mailings, and other fundraising-related administrative tasks.

Department and Cross-Department Support

• Coordinate administrative requests with Communications, Finance/Data, and other teams to keep work moving and information accurate.
• Help organize volunteer and committee information, recruitment materials, meeting details, and follow-up communications.
• Assist with database updates, data entry, document preparation, and basic reporting for Resource Development activities.
• Provide administrative support for department projects and organizational priorities as assigned, including keeping task lists and records current.
• Document routine steps and help maintain consistent processes so work can be completed accurately and efficiently.

Chief Development Officer Support

• Manage meeting scheduling and calendar details, including invitations, materials, and follow-up tasks.
• Prepare and organize expense reports, presentations, meeting notes, and other requested documents.
• Complete basic research and gather background information for meetings, presentations, and department needs.
• Track action items from meetings and follow up as appropriate to help ensure next steps are completed.

Required Skills and Experience

• Detail-oriented and accurate, with the ability to review work carefully, catch errors, keep records organized, and follow tasks through to completion.
• Strong organization and time-management skills, including the ability to manage multiple requests, maintain trackers, prioritize work, and meet deadlines.
• Proficiency with Microsoft Office, especially Excel, Outlook, and PowerPoint; ability to learn department databases and reporting tools. Experience with Power BI and Canva is helpful.
• Clear written and verbal communication skills, including professional email writing and appropriate follow-up with coworkers, volunteers, vendors, and other partners.
• Dependable and responsive, with a service-focused approach and the ability to handle routine information with care and discretion.
• Comfort working with numbers, spreadsheets, reports, invoices, receipts, and other detailed records.

Preferred Qualifications

• Related administrative, office coordination, finance support, data entry, or reporting experience.
• Experience with databases, CRM systems, Excel reporting, or tracking systems.
• Experience preparing presentations, newsletters, meeting materials, or simple graphics.
• Related education or an equivalent combination of education and experience.

This job description outlines the primary duties and requirements of the position and is not intended to be an exhaustive list. Responsibilities may change, and additional duties may be assigned as needed. This document does not create an expressed or implied contract of employment or alter at-will employment.