Administrative Assistant

Bookworm Gardens (January 2026)

Job Title: Administrative Assistant - Database

Position Summary: This position is responsible for accurate and timely data entry, including maintaining donor records, donations, and related information, and generating reports for staff. The role supports the standardization, coordination, and integrity of the organization’s database. Strong verbal and written communication skills are required for internal and external communication. Proficiency with computers and office software is essential.

Duties and Responsibilities

• Accurately enter gifts, acknowledgements, and receipts into the database.

• Maintain and update constituent records, including addresses, relationships, pledges, memberships, notes, and supporting documents.

• Assist with the accurate processing and maintenance of donation data in all formats, including online and offline gifts.

• Enter and track gifts-in-kind (e.g., books, models, posters) and assist with the organization of in-kind donations.

• Generate memorial and scholarship gift updates for staff communications with family members.

• Support ongoing data quality control and maintain database integrity.

• Enter event registrations and maintain event and invitation mailing lists.

• Prepare, process, and mail acknowledgement letters and donor correspondence.

• Review, maintain, and update email distribution lists.

• Coordinate schedules for mailings and assist with mail merges.

• Prepare reports and assist with basic data analysis related to fundraising and donor recognition.

• Perform word processing, spreadsheet development, and other clerical duties as required.

• Develop, document, and maintain administrative processes and procedures.

• Provide administrative support to the Executive Director and staff based on project needs.

• Complete batch entry documentation.

• Assist with events, activities, special projects, and other duties as assigned.

Skills and Competencies

• Commitment to and understanding of the organization’s mission and vision, with the ability to represent it positively in the community.

• Strong interpersonal, verbal, and written communication skills.

• Professional, positive, and approachable demeanor.

• Ability to work effectively with a diverse range of individuals, including donors, staff, board members, and volunteers.

• Ability to handle sensitive information with discretion and maintain confidentiality.

• Exceptional attention to detail, including accurate data entry and proofreading skills.

• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

• Ability to work independently as well as collaboratively within a team.

• Aptitude for internet research and learning new systems.

• Willingness and ability to learn and use Altru (Blackbaud) software.

• Ability to manage multiple projects simultaneously while delivering high-quality results.

Qualifications

• 1–3 years of experience in administrative support or office operations required.

• High school diploma or equivalent required; associate degree or higher preferred.

• Experience working in a nonprofit organization preferred.

• Proficiency in Microsoft Word, Excel, and PowerPoint required.

• Ability to work independently, make timely decisions, and perform effectively under pressure.

• Strong collaboration and communication skills when working with co-workers, volunteers, donors, community organizations, and the general public.

Certificates, Licenses, and Requirements

• Successful completion of a background check.

• CPR certification required (must be obtained or maintained if not currently certified).

• Bartending license with the City of Sheboygan required once hired.

• Valid Wisconsin State ID required.

Additional Information

● Manager: Director of Operations and Visitor Experience

● FLSA Salary Classification: Part-time, Non-exempt, 20-30 hours per week

● Pay Rate: $17 per hour

● Benefits: One family membership, 50% of programs, 2 tickets to special events, and 40% discount in Nature Gift Shop

● Availability: Year-round on average 25-30 hours per week with occasional evening and must include occasional weekend availability

Physical Requirements and Work Environment: The position requires the ability to stand, sit, reach, stoop, kneel, lift and carry weight up to 50lbs. It requires sitting/computer keyboard manipulation/computer screen. Must be able to visually inspect work and generate own work on computer. The position requires occasional extended work hours, including evenings and weekends. These requirements are related to the fact that events at Bookworm Gardens incorporate an “all hands on deck” approach where staff works together to accomplish our revenue goals.

Bookworm’s Mission: To inspire the love of books and nature in the young and young at heart

Bookworm’s Vision: The premier destination providing whimsical garden experiences by bringing children’s literature to life

How to apply: Email completed cover letter and resume to info@bookwormgardens.org. Applications accepted on a rolling basis and associates are hired as needed.

Bookworm Gardens is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.