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Job title: Development and Administrative Assistant
Reports to: Development Director and Executive Director
Position: Part Time/Hourly (20 hrs/week)



Hugo House is a nonprofit literary arts organization located in Seattle with a 20-year history as the city's hub for writers. In the fall of 2018, Hugo House moved into a new facility in the heart of the city, which has enabled dramatic growth in classes and event programming. One of the nation’s leading community-based centers for the literary arts, Hugo House has a vision to open the literary world to anyone who loves books or has a drive to write. Hugo House offers year round creative writing programming for youth, including single day workshops, year-long cohorts, open mic nights, and summer writing camps.


OVERVIEW

To engage and support Hugo House patrons, donors, and volunteers, and to provide administrative support to executive and development staff, including database management. Requires occasional evening hours.


JOB SUMMARY

CRM Database Management

  • Direct responsibility for maintenance and management of CRM database
  • Maintain data integrity and ensure accuracy of patron and purchase records (donation entry, class tracking, refunds, and membership)
  • Generate reports and pull data for development department, as needed
  • Train front desk staff and colleagues on database usage, as needed
  • Resolve inconsistencies, user issues, and concerns
  • Back-up support on class registrations quarterly

Development and Membership Support

  • Process gifts and enter gift and donor data into database
  • Prepares and tracks formal acknowledgment letters and ensures information is entered into database
  • Administers membership program, which includes timely communications to expiring, lapsed, and new members
  • Maintain accurate member information in database and schedule for renewals
  • Supports donor communications including: mailings, donor acknowledgements, and donor benefits in a timely and efficient manner
  • Records and tracks donor and prospect activity
  • Provides support to Development Director, as needed
  • Maintain strict confidentiality about all donor information

Executive Assistance:

  • Coordinates Board meetings; distributes agenda packets, tracks and assists communications, and      maintains online records
  • Edits Word and Excel documents, as requested
  • Perform general office support duties such as filing, copying, and mailings
  • Provides ad-hoc project support to Executive Director, as needed
  • Assists with scheduling and managing executive meetingss

Volunteer Coordination:

  • Recruit, hire, and oversee volunteers including tracking and recording volunteer hours

Qualifications:

  • Experience in and/or familiarity with nonprofit fundraising
  • B.A. or AA degree preferred
  • Familiarity with literature and/or contemporary writers a plus
  • Excellent written and verbal communication skills
  • Meticulous attention to detail
  • Ability to learn and adapt quickly
  • Initiative and the ability to think critically
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint)
  • Experience with CRM database maintenance, running reports, pulling data
  • Strong organizational skills
  • Excels at staying on top of multiple deadlines
  • Demonstrated excellence in judgment, problem solving, and decision-making
  • Discretion with privileged information
  • Ability to juggle many responsibilities and demands on time
  • Must be able to prioritize and work independently and also enjoy working closely in a support role with team members.
  • Share Hugo House’s commitment to building an antiracist organization
  • Pay $18.00 - $22.00 / hr depending on experience and qualifications.

We encourage applications from BIPOC (Black, Indigenous, and people of color) and other people underrepresented in literary arts administration. Hugo House is committed to becoming an antiracist organization and strives to remove barriers that might discourage any person from working here. Racial equity is one of four goals in our strategic plan and we are developing specific action steps to pursue diversity, equity, and inclusivity throughout the organization.

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