Reports to:Executive Director, NCPA Foundation

Location:Hybrid Alexandria, VA (Must be able to work in-office at least 2 days per week)

Schedule & Structure

• • Classification:Part-Time
  • Weekly Hours:15 hours per week, 3 days per week
  • Hybrid Work:Minimum of 2 days per week in the Alexandria office; the 3rd day may be worked remotely at the discretion of the Executive Director.

About the NCPA Foundation

Founded in 1953, the NCPA Foundation is the only foundation in the United States dedicated exclusively to supporting independent community pharmacy profession. Through scholarships, programming, and strategic grantmaking, we work to ensure the sustainability and growth of independent community pharmacy; particularly in rural and underserved communities where community pharmacists are often the most accessible healthcare provider. We are a small, high-impact team in a pivotal moment of organizational growth.

Position Summary

The Foundation Administrative Assistant provides essential operational support to the NCPA Foundation team. This role is responsible for ensuring the smooth execution of daily administrative tasks, gift processing, and logistics for board members and major events. The ideal candidate is a local professional who is detail-oriented, reliable, and comfortable navigating both office-based tasks and digital coordination.

Employment Structure:This position is employed through the National Community Pharmacists Association (NCPA) for payroll and benefits administration purposes only and is leased to the NCPA Foundation at 100% of the employees time. The Administrative Assistant is fully dedicated to and directed by the NCPA Foundation and its Executive Director.

Key Responsibilities

Financial & Gift Operations

• • Gift Processing:Dedicate 12 hours per week to processing incoming gifts and donations.
  • Stewardship:Assist with the coordination and tracking of donor stewardship activities.
  • Invoicing:Assist with the preparation and submission of bills and invoices for payment.

Logistics & Board Support

• • Travel Coordination:Assist with board management by selecting and booking hotels, accommodations, car rentals, etc.
  • Convention Preparation:Support administrative coordination and logistical planning for the NCPA Annual Convention, where NCPA Foundation does most of its annual fundraising.
  • Board Materials:Assist with the preparation of meeting materials and administrative board tasks as-needed.

Liaison & Internal Collaboration

• • NCPA Liaison:Serve as an important point of contact between the Foundation and NCPA departments (e.g., Membership, Finance, and Meetings) to facilitate collaborative projects and shared resources.
  • On-Site Representation:Act as the “face” of the Foundation within the Alexandria office, managing physical mail, foundation-related inquiries, and inter-departmental coordination.

Programmatic Support & Fulfillment

• • Inventory Fulfillment:Process and manage requests for “DisposeMyMeds” boxes and Foundation Lapel Pins.
  • Awards & Scholarships:Provide administrative assistance for the coordination of scholarship and award applications.
  • Records Management:Ensure accurate and up-to-date digital and physical records for the organization.

Qualifications

• • Organization:Exceptional detail orientation with the ability to manage multiple small-scale tasks si…