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Office Assistant

Who We Are

The Mother’s Milk Bank at Austin (MMBA) is a nonprofit organization founded in 1999 to save the lives of fragile babies through the dispensing of prescribed pasteurized donor milk. MMBA has many active programs supporting the mission and functions as both a food manufacturing facility committed to food safety, research, and innovation, and an administrative office where milk recipients, volunteers, milk and financial donors, and community members interact.

 

Office Assistant

This position supports the administrative functions of the Milk Bank under the supervision of the Business Manager. The ideal candidate will possess exceptional customer service and communication skills, have a passion for organization, and demonstrate the ability to take initiative and anticipate needs in fast-paced environments. This position is part-time at 25 hours per week.

 

Key Responsibilities

Volunteer Management (25%)

  • Vets and Trains: Respond to volunteer inquiries and updates. Match volunteers with appropriate opportunities and programs in the milk bank.
  • Coordination: Schedule and coordinate volunteer activities.
  • Communication: Serve as the primary point of contact for volunteers, addressing their inquiries and providing necessary information.
  • Data Collection: Salesforce documentation, required paperwork, tracking hours and volunteer numbers.

Clerical Support (50%)

  • Office Assistance: Variety of tasks, including filing, fielding phone calls and faxes greeting visitors, scanning documents. Assist in office supplies inventory and ordering.
  • Coordination of incoming and outgoing mail: This includes monthly recognition packages to new & retiring donors and recipients, outreach materials, and the end of the year fundraising campaign.

Financial Donor Support (25%)

  • Database Management: Update and maintain Salesforce, ensuring all contributions and relationships are accurately recorded.
  • Communication: Prepare and send acknowledgment letters and other communications as assigned.
  • Event Support: Provide administrative support for events and activities.

Qualifications:

  • Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
  • Experience: Minimum of 2 years of experience in an administrative or support role. Experience in volunteer management and/or donor relations is a plus.
  • Skills: 
    • Strong organizational and time-management skills.
    • Excellent written and verbal communication abilities.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Familiarity with Salesforce is desirable.
    • Ability to handle sensitive information with discretion and confidentiality.

 

Hours: Part time 25 hours per week, mornings preferred.

Salary range: $20-$25 an hour, depending on experience.

To apply: Please send resume, references and cover letter to Molly Fonseca via email: molly@milkbank.org. We will accept resumes until the position is filled.

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