Job Listing: Administrative Associate


Update: Thank you, we are no longer taking applications.



Job Title: Administrative Associate

Location: Madison, WI

Position Summary

As the Administrative Associate for Open Doors for Refugees (ODFR), you can help refugees from around the world make a home in the Madison area. This is a largely remote, half-time position performing administrative duties for ODFR, an otherwise volunteer-driven organization dedicated to supporting and empowering refugees locally. The successful applicant will report to the General Manager. Officially the Associate will be an employee of our fiscal sponsor, the Center for Community Stewardship, but ODFR will provide oversight, training, and collaboration.  

Hourly Rate: Starting pay $23-28/hr depending on qualifications and experience, with anticipation of yearly increases.

Benefits:  This position offers flexible hours, the ability to work from home, and increasing autonomy with time.  Half-time employees accrue approximately 60 hours of Paid Time Off (a combination of vacation, sick and personal days) per year.

Qualifications: Three years of professional experience related to the job description.
Bachelor’s Degree preferred but not required. Because of the periodic need for on-site trainings, in-person meetings, and occasional events, proximity to Madison preferred.

Skills: Strong written and verbal communication skills, knowledge of database management and Microsoft Office software. Capacity to be flexible, multi-task, and work well independently, with excellent organizational and interpersonal skills. Ability to maintain effective working relationships with volunteers, leadership committee, team leaders, and other organizations. Experience with Salesforce preferred but not required.

Schedule: Average of 20 hrs / week, not exceeding 23 hrs / week.  Flexible schedule with occasional daytime and evening meetings required. Remote work but applicants must be based in the Madison, WI area in order to be onsite for needed special projects and meetings. Hours and responsibilities may vary somewhat from month to month based largely on local events and national refugee-related policies.

Responsibilities

25% Program Administration

  • Coordinate translation of documents and distribute them to clients
  • Communicate with leadership and fiscal sponsor on program-specific requests
  • Generate and send donation acknowledgements
  • Manage incoming and outgoing mail

25% Financial Management 

  • Record and process incoming donations, pay bills, maintain and document receipts
  • Coordinate with fiscal sponsor and accountant
  • Administer program finances, purchase items online, and reimburse expenses

25% Database Management

  • Organize and maintain member, donor, and partner contact information
  • Organize and maintain client contact information and program participation 
  • Enter and maintain fiscal partner and related data
  • Create and run ad hoc queries and reports as needed

10% Communications

  • Represent Open Doors in a variety of public domains, presentations, media interviews, etc.
  • Curate and maintain relationships with donors, members, and partners
  • Respond to incoming emails and forward them to appropriate teams if needed
  • Record monthly leadership council meeting minutes

10% Grant Writing and Fundraising

  • Research available grant opportunities
  • Lead or assist in completing grant applications
  • Collaborate on direct fundraising efforts

5% Other duties as needed and as time allows

To Apply

Please send your resume and a one-page cover letter to the ODFR General Manager at [email protected].  Please include “Administrative Associate” in the subject line of the email, and your name in the title of attached documents.  In the cover letter, please outline why you would be a good fit for the position.  Applications will be reviewed until the position is filled.  References will be required if you are selected for an interview.

Organizational Overview

The mission of ODFR is to help individuals and families arriving with refugee status make a home in the Madison Area. We work closely with our partner Jewish Social Services – the official refugee resettlement agency in Madison – to provide a suite of services. We furnish apartments and help individuals and families get to appointments, improve their English, find employment, and make ends meet as they settle. We also organize community and family events throughout the year, and provide support for individuals to attend advanced schooling, start a business, or otherwise pursue their dreams.

Founded in 2016, ODFR has been a volunteer-driven organization. Over the years we have had hundreds of volunteers and thousands of supporters. At this point we’ve outgrown the ability to function as a volunteer-driven organization, and welcome a paid staff to be part of the team and together perform more effectively.

Equal opportunity employer: Open Doors for Refugees, through our fiscal sponsor (the Center for Community Stewardship) is an equal opportunity employer and is committed to a policy of equal opportunity for all employees and applicants. We encourage applicants from all backgrounds to apply.