Administrative Associate of Development & Patient Education

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.