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Section Administrator

The Humane Society of the United States (HSUS), the nation’s most effective animal protection organization, is seeking a Section Administrator for the Philanthropy department. The main responsibility of the role is to assist the Philanthropy Senior Vice President with the administrative and budgetary tasks of the department.

This position will be responsible for:

  • Approving and/or preparing for approval timesheets and expense reports (credit cards and reimbursements), including reporting expenditures for the department credit card;
  • Working with the Senior Vice President to compose a yearly budget, department goals and outcomes, and other required materials;
  • Maintaining calendar, organizing meetings, and coordinating travel for the Senior Vice President;
  • Acting as point person for inquiries and requests for the Philanthropy Department as well as serving as a liaison between the Philanthropy Department and other teams in the organization;
  • Managing onboarding and departure processes for staff members, including getting laptops, phones and desk assignments, maintains staff contact list, territories map, organizational chart, and intranet site;
  • Coordinating Philanthropy Department events to include annual staff retreat and birthday and farewell celebrations;
  • Maintaining office supply and equipment inventory, collecting requests for new or additional supplies, and distributing supplies;
  • Collaborating with Manager, CRM Training & Support to provide CRM trainings for staff members as well as providing assistance as necessary with portfolios;
  • Acting as department representative during prospect assignment and database improvement meetings;
  • Administering the Advancement site on the intranet/page;
  • Coordinating all department mailings to include but not limited to year-end appeals and annual reports;
  • Preparing agenda and scheduling meetings for departmental team meetings;
  • Following up with department staff to submit reports on a timely basis and monitoring expenditures to ensure they fall within department parameters;
  • Attending budget meetings and keeping up with monthly financial reports to ensure department is on track with yearly budget;
  • Maintaining files for the Senior Vice President.


Qualifications and Requirements:

  • High school diploma or equivalent required. Bachelor’s degree desirable;
  • Minimum of three years of administrative assistant experience required;
  • The ability to build/foster relationships by reinforcing trust and respect, and demonstrating high standards of tact, diplomacy and discretion;
  • Knowledge of business operations, including effective budget development and management processes helpful;
  • Attention to detail and commitment to excellence demonstrated by the delivery of quality and timely outcomes;
  • Ability to work both independently and as an effective team member;
  • Solid organizational, planning, and time management skills with demonstrated flexibility and the ability to manage multiple and often changing priorities and issues of varying complexity, while meeting time sensitive deadlines and deliverables;
  • Strong verbal and written communication skills;
  • Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook) as well as a knowledge of SharePoint;
  • An interest in and commitment to animal welfare and protection is highly desired.

 Please submit a cover letter and resumé using this form or fax to 301-548-7701. This position is located in Gaithersburg, MD.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age national origin, sexual orientation, gender identity, disability, marital or parental status or protected veteran status. EOE

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