Administrative Associate – Development & Patient Education

This is a fully remote position, open to applicants in United States.

📋 Description

• Maintain and update records for donors, sponsors, and constituents within Salesforce.

• Process gifts, pledges, recurring donations, and soft credits.

• Generate and export reports for the Development, Finance, and leadership teams.

• Assist with campaign mapping, tracking, setup, and configuration.

• Facilitate event and peer-to-peer participant registrations.

• Oversee donation processing and reconciliation activities.

• Provide customer service support for participants and donors.

• Create and dispatch gift acknowledgments and tax receipts.

• Coordinate donor communications and manage mailing logistics.

• Aid in the planning and execution of UMDF's annual national conference.

• Oversee conference registration and administration using Cvent.

• Organize logistics for speakers and faculty, including travel, hotels, materials, and reimbursements.

• Manage conference technology tools such as the mobile app, surveys, and evaluations.

• Provide onsite event support, including coordinating the registration desk and general conference operations.

• Handle logistics for exhibitors, vendors, hotels, AV, meeting spaces, signage, shipping, printing, and room setups.

• Manage scheduling for webinars, calendar coordination, and the setup and support of Zoom meetings/webinars.

• Track registrations and maintain communications with attendees.

• Support recording management, CE/CME tracking, online learning programs, course uploads, learner access, and certificate issuance.

• Assist with tracking invoices, coordinating payment processing, managing scholarship administration, budget reconciliation, and agreement tracking.

• Help prepare materials for board and committee meetings and reporting packets.

• Maintain shared documents, templates, and workflow trackers.

• Support cross-functional project coordination and additional UMDF meetings and events.

⛳️ Requirements

• 2–4+ years of experience in administrative roles, nonprofit operations, event/conference coordination, or education administration.

• Familiarity with CRM systems, with Salesforce being strongly preferred.

• Experience with peer-to-peer fundraising platforms, such as DonorDrive or similar.

• Proficiency in registration and event platforms, with Cvent preferred.

• Experience using webinar platforms such as Zoom.

• Strong attention to detail and a focus on data accuracy.

• Excellent organizational and project/time management capabilities, able to manage multiple deadlines across various departments.

• Strong written and verbal communication skills, including professional correspondence with donors, speakers, faculty, vendors, and attendees.

• Proficient in Microsoft Office and/or Google Workspace.

• Experience with CME/CE administration, learning management systems, or mobile event applications is an advantage.

🏝️ Benefits

• 401(k)

• Dental insurance

• Health insurance

• Vision insurance