Administrative Assistant

Position Title: Administrative Assistant

Location: Fairfax, VA

Salary Range: Part-time 20 hrs/wk, Non-Exempt

Description: The Organization

The Islamic Medical Association of North America (IMANA) is a nonprofit 501(c)3, representing healthcare providers inspired by all faiths on a collective trajectory to positively impact the health of humanity, with a major emphasis on global medical relief.

We have positioned ourselves right in the middle of the action, saving lives and relieving suffering through disaster response, provision of basic health care to underserved communities, development programs and knowledge transfer. Our medical missions have provided timely and effective aid for the sick and injured in several countries, while the many hospitals, basic health units, clinics and collaborative projects that we support provide a continuum of care to the poor and needy.

At the heart of IMANA are its “Pillars, Principles, and Behaviors” that serve as a guiding light and represent our values, remind us of what we stand for, and describe who we endeavor to be.

• Pillars: Heritage, Compassion, Trust
• Principles: Transparency, Integrity, Diversity
• Behaviors: Accountability, Dedication, Respect

We’re looking for a talented and mission driven Administrative Assistant to join our team! IMANA is on an exciting journey - so come and be part of it!

Description: The Position

The Administrative Assistant plays a crucial role in supporting the organization by efficiently managing various administrative tasks and providing exceptional customer service, by handling day-to-day operations, communications, and donor relations, ensuring smooth functioning of the office and promoting the organization's mission.

REPORTS TO: Executive Director

ESSENTIAL RESPONSIBILITIES:

Office Administration:

• Manage incoming and outgoing mail, ensuring prompt distribution and proper handling.
• Monitor and respond to inquiries through the website chat tool, providing information and assistance to visitors.
• Follow up on emails, phone calls, and voicemails, addressing inquiries and forwarding messages to the appropriate individuals.
• Process donation checks received by mail, ensuring accurate documentation and recording.
• Generate and send out physical receipts for donations, acknowledging donor contributions promptly.
• Update the donor database with corrected addresses and maintain accurate records.

Donor Relations and Support:

• Express gratitude and appreciation by calling donors to acknowledge their contributions and strengthen relationships.
• Handle donation transactions over the phone, assisting donors with their inquiries and ensuring a seamless process.
• Engage with potential volunteers, providing information about our relief missions

REQUIREMENTS:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Proficient in using Microsoft Office Suite and comfortable with learning new software and tools.
• Excellent organizational skills, ability to prioritize tasks, and multitask effectively in a fast-paced environment.
• Strong interpersonal skills and professional demeanor, both in written and verbal communications.
• Attention to detail and accuracy in data entry and record keeping.
• Demonstrated customer service attitude, displaying empathy and responsiveness to donor inquiries and concerns.
• Ability to work independently with minimal supervision while also functioning well as a supportive team member.
• Proactive and creative problem-solving skills to address challenges and improve administrative processes.
• Valid unrestricted driver's license and willingness to travel domestically and potentially internationally.
• Physical ability to lift objects weighing up to 50 pounds and perform tasks such as sitting, standing, or kneeling.

ADA REQUIREMENTS:

• Must be able to perform work in indoor environments, to read documents, data reports, drawings, research and to view computer monitors.
• Must be able to communicate in planning and implementation situations; must have the ability to express presentations of ideas.  Team and group dialogue required for communication of plans and concepts.
• Must be able to effectively communicate during face-to-face and group work, for telephone work, for group conversations for planning work.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.