[Hiring] Administrative Associate of Development & Patient Education @UNITED MITOCHONDRIAL DISEASE F

Role Description

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

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

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.