Benefits:- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Position Summary
The Administrative Associate provides critical administrative and operations support across the organization, with a primary focus on fundraising infrastructure, donor stewardship, and the operational delivery of UMDF's annual national conference and patient/professional education programs. This role ensures CRM accuracy, supports revenue-generating campaigns, manages event registration systems, coordinates speaker and vendor logistics, and facilitates timely donor and participant communications.
This position plays a key operational role in strengthening UMDF's fundraising systems, conference and education delivery, and cross-departmental coordination between Development and Patient Education & Support.
Key Responsibilities
CRM & Donor Data Management (Salesforce)
• Maintain and update donor, sponsor, and constituent records in Salesforce
• Process gifts, pledges, recurring donations, and soft credits
• Run and export reports for Development, Finance, and leadership
• Support campaign mapping and tracking across events and initiatives
• Monitor data hygiene, duplicate management, and coding accuracy
• Assist with dashboard creation and performance tracking
• Support integration between Salesforce, DonorDrive, Cvent, and other platforms
Peer-to-Peer & Fundraising Platform Support (DonorDrive)
• Assist with campaign setup and configuration
• Support event and peer-to-peer participant registration
• Monitor donation processing and reconciliation
• Provide customer service support for participants and donors
• Help troubleshoot payment gateway issues in coordination with vendors
• Pull campaign performance reports
Donor Stewardship & Cultivation Support
• Generate and send timely gift acknowledgments and tax receipts
• Draft and coordinate thank-you letters for leadership review
• Track stewardship touches and follow-up tasks
• Assist with pledge reminders and payment tracking
• Support donor research and prospect management updates
• Coordinate donor communications and mailing logistics
Annual Conference Operations & Platform Support (CVENT)
• Support planning and execution of UMDF's annual national conference
• Assist with master timelines, planning calendars, and task tracking
• Support planning meetings and follow-up on action items
• Manage conference registration and administration in Cvent, including attendee lists and session support
• Coordinate speaker and faculty logistics: invitation follow-up; collection of bios, photos, and presentation materials; travel and hotel coordination; reimbursement processing with Finance; onsite check-in and support
• Manage conference technology tools, including the mobile app, surveys, and evaluations
• Support post-event reconciliation, reporting, and budget tracking
• Provide onsite event support, including registration desk coordination and general conference operations
Conference Administration & Logistics
• Support exhibitor coordination and vendor communications as assigned
• Assist with hotel, AV, meeting space, signage, shipping, printing, and room set support
• Assist with Zoom recording and closed-captioning operations as needed
• Coordinate data transfers between Cvent and Salesforce
• Help maintain organized conference records, communications, and operational documentation
Virtual Education & Learning Platform Operations
• Manage webinar scheduling, calendar coordination, and Zoom meeting/webinar setup and support
• Track registrations and manage attendee communications
• Support recording management and file organization
• Support CE/CME tracking and reporting with UMDF's CME joint provider
• Assist with online learning programs, including course uploads, learner access support, and certificate processes
• Run reports and track participation data for education offerings such as Mito U and related initiatives
Financial & Operational Coordination
• Support invoice tracking and payment processing coordination with Finance
• Coordinate registration reporting, scholarship administration support, and budget reconciliation
• Assist with contract and sponsorship agreement tracking
• Track event and program expenses and assist with budget reconciliation
Administrative & Cross-Departmental Support
• Assist with board and committee meeting materials and reporting packets
• Maintain shared documents, templates, and workflow trackers
• Support cross-functional project coordination as needed
• Provide administrative and logistics coordination for additional UMDF meetings and events, such as exhibits, medical and professional meetings, staff retreats, and leadership meetings
Qualifications
• 2–4+ years of administrative, nonprofit operations, event/conference coordination, or education administration experience
• Experience with CRM systems (Salesforce strongly preferred)
• Experience with peer-to-peer fundraising platforms (DonorDrive or similar preferred)
• Experience with registration and event platforms such as Cvent preferred
• Experience with webinar platforms such as Zoom
• Strong data accuracy and attention to detail
• Excellent organizational and project/time management skills, with the ability to manage multiple deadlines across departments
• Strong written and verbal communication skills, including professional correspondence with donors, speakers, faculty, vendors, and attendees
• Proficiency in Microsoft Office and/or Google Workspace
• Experience with CME/CE administration, learning management systems, or mobile event apps is a plus
About the Role
This is a full-time position with responsibilities shared across Development and Patient Education & Support. The role is central to strengthening UMDF's fundraising systems, donor experience, and conference/education program delivery, and plays an important part in cross-departmental coordination as the organization grows toward its multi-year revenue and program goals.
This is a remote position.