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Non-Profit Executive Office Administrator

Tuskegee NEXT Foundation - Wheaton, IL

Full Time | $60,0000 - $70,000 a year

General Description:

The Executive Administrator is a professional role who is knowledgeable, resourceful, flexible and supportive, with accounting skills, strong organizational and documentation skills, and has the capacity to multi-task, be efficient and thorough with a positive attitude. The primary responsibilities are to support the executive director and the entire team, board of directors, special committees, volunteers and donors.

The Executive Office Administrator reports to the Executive Director and works with all team members to coordinate and manage the day-to-day office management, electronic filings, banking, acknowledgement letters, supplies, board and committee minutes, donor software management and reports in coordination with the staff.

History – Mission – Direction of the Organization:

The Tuskegee next Mission: “Honoring the legacy of the Tuskegee Airmen, Tuskegee NEXT seeks to transform the lives of under-represented youth through aviation education and career path opportunities, so they can transform their communities.”

Over the years, the TNF mission has expanded to serve their three core programs while providing youth an opportunity to receive their PPL (private pilot’s license). The airline industry needs pilots and the last generation of pilots has started retiring. The Tuskegee NEXT airmen have been the inspiration to the development of the program to not only expand their legacy but to enable at-risk youth to obtain pilot’s licenses and start on a aviation career path. Such an effort can be accomplished through supporting the flight training, life skills and leadership development along with educational assistance programs. This program transforms the lives of youth, so they can transform their communities and the future of the skies.

Currently TNF is in an office building located in Wheaton, Illinois. TNF has been in existence since 2014 and has graduated over 62 cadets from the program with 100% soloed, graduation rate, completion of private pilots’ licenses and are accepted into college. The goal is to be 100 cadets graduating in the next two years.

Operating Budget: The current operating budget is approximately $850,000. TNF does not receive any state or federal funding and raises all its operating dollars through general contributions, special events income, corporate/foundation grants, and Third-Party Volunteer Fundraising Events, and other sources.

Qualifications:

The Executive Office Administrator should have the following qualifications, skills and experience:

- Two-year degree from an accredited college or university preferred, but not required.

- Minimum of 5 years’ experience working in an office environment in an administrative function to support the executive director, office personnel, board of directors and other special committees.

- High level of computer literacy and proficiency in MS Office Suite (Word, Excel, PowerPoint), Outlook, various Internet browsers and database skills.

- Exceptional organizational skills.

- Strong communication (written and verbal) skills.

- Experience basic accounting functions including payroll, accounts receivable and payables, and budget planning (QuickBooks experience helpful).

- Attention to detail with communication, documentation and financial reporting.

- Ability to communicate (written and verbal) professionally with board members, donors and vendors.

- Ability to take initiative to make decisions/choices without direct supervision; analytical ability to find solutions to various administrative tasks and prioritize work.

- Considerable knowledge of modern office practices and procedures, correct English usage (grammar, spelling, punctuation), and basic arithmetic computations.

- Competency in the use and operation of standard office equipment (copiers, fax machines, postage meters, etc.).

- Ability to develop, implement and maintain effective office systems and procedures.

- Ability to respond to changing situations in a flexible manner in order to meet current needs including reprioritizing work as necessary.

- Complete assignments within established time frames.

- Nonprofit organization experience helpful.

- Commitment to Tuskegee NEXT Foundation goals and mission.

Responsibilities:

Board of Directors:

Manages board of directors and related committees:

  • Manages and attends bi-monthly board meetings and prepares meeting packets and minutes.

  • Attends and prepares packets and minutes for all board and committee meetings.

  • Manages annual election of officers and board members.

  • Maintains board member personnel files including onboarding documents and all compliance requirements.

  • Works with Office Coordinator to prepare new board member orientation binders.

  • Works with Executive Director to manage annual board member self/program and executive director evaluations.

  • Maintains board and committee member contact lists.

  • Works with executive director to manage board composition and new member prospects.

  • Communicates information to the board members under the direction of the executive director.

Accounting:

Performs accounting functions with support of the CPA and audit firm including:

  • Enters all donations into the Donor auction database and works with the development team to manage gifts, notes, and runs reports. Manages acknowledgement correspondence (tax receipts) for events and all levels of giving.

  • Manages all accounts payable and receivable.

  • Manages all bank and investment accounts including weekly bank deposits and special event accounting functions.

  • Works with CPA firm to complete monthly reconciliation and preparation of financial statements.

  • Performs payroll functions for employees (bi-weekly payroll and 403b contributions).

  • Works with executive director and BODs on budgeting processes at the end of the year.

  • Works with CPA firm and auditor to organize and prepare documentation (PBC List) for yearend audit reports and tax filings. Assists on-site auditor with annual audit report information including one to two days of onsite fieldwork.

  • Works with accounting firm to prepare the annual 403b and 5500 plan reporting and filing.

  • Manages annual Federal and State tax reporting documents with auditor.

  • Manages endowment fund records; allocates revenue and deposits to appropriate accounts.

  • Works with Executive Director and the Finance & Legal Committee to maintain all financial records and policy compliance.

Human Resources & Employee Benefits

  • Works with Executive Director to manage human resource functions such as new employee orientation, payroll and benefits, compliance requirements and file maintenance.

  • Works with Executive Director to prepare new employee orientation binders and onboarding documents.

  • Manages employee health insurance benefits plan with contract broker.

  • Manages employee vacation records and expense reporting.

  • Maintains all organizational documents, handbooks and policies and updates as required.

  • Manages staff job descriptions and revisions.

  • Works with executive director to monitor office procedures and implement new policies and office improvements.

Office

  • Supports a high-performance culture in the organization, aligned with organizational values.

  • Assists all staff, Executive Director, volunteers, cadets and donors with administrative support as needed.

  • Works with the Executive Director and team to manage and maintain the shared integrity of SharePoint and office files.

  • Maintains regular entry and updates in Outlook for accurate information on volunteers, Board of Directors and sub-committees, vendors, and business contacts, manages Outlook Calendar for meetings, events and staff schedules.

  • Directs incoming phone calls to appropriate staff members, assists volunteers and other visitors.

  • Manages office facilities and maintenance for the integrity of the organization.

  • Maintains office equipment (copy machine, printers, shredder, and postage meter).

  • Manages office and breakroom supplies inventory.

  • Assist with new employee onboarding, board of directors and orientation procedures.

  • Assists with any mail merge mailings, letter preparation and postage as needed.

  • Coordinates all technology for the office as a liaison for repairs, fixes and new equipment and maintains conference room computers and has knowledge of all setups for meetings and events.

  • Communicates with all team members when IT issues arise to determine a course of action for resolution of all technical matters.

  • Maintains conference room reservation and calendar.

  • Handles general document destruction requirements as needed for the organization.

  • Accepts and distributes daily incoming mail, packages, and faxes; manages outgoing mail and supplies (send certified mail, purchase stamps from the local post office, etc.).

  • Assists with creation and revisions of organization documents, forms, and PowerPoint presentations as directed.

  • Works closely with the development team on donor database and special event receipts entry and general donor maintenance.

  • Manage In Kind donations (incidentals & gift cards) with entries and thank you notes.

  • Assists with fundraising, marketing and awareness events with staff and other organizational activities, as needed.

  • Assists with donor and volunteer stewardship functions as needed.

  • Coordinates with program director the travel arrangement, conference registrations for team and cadets.

  • Coordinates all catering for staff and board meetings.

  • Reconciles the credit card statements with approval from team and board.

  • Sends birthday cards out monthly to all cadets, board members and top donors.

  • Maintains a clean environment and well stocked coffee station.

Benefits:

  • Performance Review Policy

  • Vacation and Holiday Pay

  • Health Insurance Plan

  • Retirement Plan (403b)

Employee Classification:Full Time, Exempt

Salary Range: $ 60,000 - $70,000 annually commensurate with experience

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

  • 401(k)

  • Dental insurance

  • Health insurance

  • Life insurance

  • Paid time off

  • Vision insurance

Education:

  • Associate (Preferred)

Experience:

  • Executive administrative support: 5 years (Preferred)

  • Non-Profit: 1 year (Preferred)

  • QuickBooks: 1 year (Required)

  • Microsoft Office: 3 years (Required)

Work Location: In person