SUMMARY
The Development Associate, reporting to the Director of Operations and Stewardship (DOS), is responsible for the timely and accurate entry of all gifts to Raiser’s Edge (RE); preparation of tax acknowledgments and all gift acknowledgments; integrity of the database. Assists the DOS and serves as back-up in the preparation of financial and management reports; reconciliation of revenue reports with OIC Finance Department; exporting information for mailings.
In the absence of the Executive Assistant, serves as back-up point of contact for internal and external constituencies on matters pertaining to the Foundation office; answers main phone line; greets visitors and ensures high level customer service is performed. Works with the Assistant Vice President (AVP) and the Director of Development (DOD) on the grateful patient program, special events, and other special projects as needed. Works in tandem with the DOS and AVP as part of the Foundation team to achieve its goals.
DUTIES AND RESPONSIBILITIES:
- Oversees the daily gift entry and gift acknowledgement process to ensure that all gifts are entered accurately and timely into RE.
- Receives the daily deposit records and oversees the processing, and/or processes, and is knowledgeable in processing all types of gifts to include cash, check, credit card, payroll, stock, pledges, donor advised funds, online and off line giving.
- As part of the daily gift entry process, prepares gift batches through RE, accurately and timely, and ensures that the gift batch and gift commitment process occurs seamlessly.
- Works to maintain the goal of 72-hour turn-around time to produce the donor acknowledgement letter, to include preparing letters through RE, presenting them to the VP for signature, scanning and mailing. Maintains all necessary reports and documentation.
- Revises all acknowledgement letter templates by campaign or quarterly.
- Manages the grateful patient program and current workflow with AVP.
- Remains familiar with, and takes a proactive role in, establishing the Foundation’s structure for gift processing, to include funds, projects, appeals, campaigns, attributes, etc.
- Uses and integrates modules in RE to ensure proper recording of data, such as the RE Event Module, Proposal Tab, actions, notes and media etc.
- Assists the DOS with fund raising and management reports.
- Performs regular clean-up reports designed to ensure data integrity.
- Works with the AVP and DOD to manage online auctions and provide event support (Gala, Golf, Toy & Joy)
- Assists in managing the auction software
- Reconciles online auctions
- Maintains an aptitude for working with computers, sophisticated software programs and Microsoft programs (Word, Excel and PowerPoint).
- Possesses an entrepreneurial spirit, and ability to make an impact in a fast-paced, team-oriented environment.
OTHER DUTIES:
- Responsible for gift entry of all donations (incoming mail and online), ensuring donor intent is adhered to and donor information is accurate and updated as needed.
- Prepares donor tax acknowledgment letters for review by senior staff, ensuring accuracy and maintaining established turnaround time. (thank you letters)
- Prepare; sign; store/scan; mail
- Oversee Batch integrity
- Responsible for any letters related to gifts
- Produces tribute cards and notifications
- Oversees payroll deduction pledges and bi-weekly gifts, ensuring accuracy and notifying senior team when payroll pledges are paid in full or when payments are due
- Ensures donor documents are filed on donor record in Raiser's Edge Example: pledge documents; grant proposals
- Processes pledge reminders
- Processes year end consolidated receipts
- Maintains integrity of donor data; ensuring information is accurate and records meet the established donor data standard
- Data maintenance / data integrity / consistent data
- Performs data clean-up projects and data imports as needed
- Pulling lists; pulling data; cleaning lists
- Tracks $1K+ acknowledgments for CEO’s special notes (Dr. Scaduto’s “Tony” notes) and provides weekly report to Executive Assistant
- Assists in monthly reconciliation
- Manages administration of planned giving documents
- Create a filing system: Trust documents; Bank statements; Bequests; Other Communications
- Gives information to appropriate staff
- Serves as back-up to the Executive Assistant as initial contact for the Foundation Office by providing reception coverage, answering main phone line and greeting visitors as needed.
- Provides excellent customer service in a timely manner, according to established standards.
- Performs other duties as assigned or requested.
PERFORMANCE STANDARDS AND SUCCESS INDICATORS
- Ability to maintain confidentiality, professional discretion and ethical behavior.
- General knowledge of and/or aptitude for Microsoft Office products and fund-raising databases.
- Ability to perform detailed work consistently.
- Ability to perform a variety of duties, often changing from one task to another of a different nature.
- Must possess excellent interpersonal skills and handle donors and colleagues with the utmost professionalism and discretion.
- Ability to ask questions and be proactive in solving problems and providing solutions to database questions; take responsibility for the integrity of the fundraising database (Raiser’s Edge).
- Ability to speak on one-to-one basis using appropriate vocabulary and grammar to greet, provide information to and take messages on behalf of Development department.
- Ability to initiate and organize work, establish priorities in a time sensitive environment and meet deadlines with attention to detail and quality.
- Exhibit strong organizational and problem solving skills with attention to detail and disciplined follow-through to complete assigned tasks and duties within specified deadlines.
- Display excellent interpersonal skills, provide outstanding customer service, be able to work well and be a strong contributor in a team environment.
- Discretion with confidential materials.
- High level of spreadsheet and database software experience.
- Skilled at working with a wide variety of individuals at varying levels and departments of the organization to gain consensus and get tasks completed.
- Skilled in working on extremely short deadlines (hours or minutes) when necessary to complete tasks.
- Must be willing to work evenings/weekends as needed and travel to multiple OIC site locations in the performance of job functions.
QUALIFICATIONS
- Bachelor degree preferred.
- Minimum of 3 years’ experience in technical database background required.
- Experience in non-profit fundraising preferred.
- Experience with Raiser’s Edge database a plus.
- Strong organizational, administration, telephone and interpersonal communication skills, detail and “big picture” oriented.
- Strong word processing, desktop publishing, and spreadsheet experience.
- Skill in preparing written reports and presentations.
- Solid writing, editing and presentation ability.
- Professional demeanor, flexible and able to respond to multiple demands.
- Exceed at building and maintaining relationships, online and off.
- Make evident good technical understanding and can pick up new tools quickly.
- Working knowledge of Microsoft Word, Microsoft Power Point, Microsoft Publisher and Adobe Acrobat required.
- Written and verbal fluency in Spanish a plus.
Additional Requirements:
Must be willing to work evenings/weekends as needed and travel to multiple OIC site locations in the performance of job functions.
Complexity:
Ability to perform highly detailed work with sustained attention and ware while providing/obtaining information on numerous inquiries is paramount to success in this position.
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. Speaking, listening, sitting, standing, climbing, mobility, lifting, pulling and/or pushing, carrying, grasping, reaching, stooping, crouching and crawling are all sometimes needed to perform this job.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
The environment requires the employee to usually work inside and occasionally outside in heat/cold, wet/humid and dry/arid conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
MENTAL DEMANDS:
The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Ability to understand, remember and execute complex instructions; maintain attention and concentration; maintain a high level of alertness; exercise flexibility to decision making; exercise good judgment in tense situations; interact effectively and appropriately with the public, supervisors, co-workers, donors and volunteers; maintain socially appropriate behavior; be aware of hazards and take appropriate precautions; quickly assimilate information and utilize in a prompt and effective manner and learn course materials and successfully complete training programs as assigned.
Full-Time; Monday- Friday 8:30a-05:30p
