Administration and Operations Specialist, Fund Development
POSITION: Administration and Operations Specialist, Fund Development
REPORTS TO: Director of Development
PURPOSE OF POSITION: To provide fundraising processes and operations management for the Fund Development Department.
NATURE AND SCOPE: The Administration and Operations Specialist is responsible for building and implementing a strategy to ensure all aspects of donor gift processing and fund development operations, including Raiser’s Edge database clean-up and maintenance, become increasingly efficient and effective. The Administration and Operations Specialist, Fund Development assists the Director of Development and other Fund Development staff with day-to-day work, including scheduling, data entry, correspondence, meeting preparation, telephone calls, file maintenance, copying, faxing, grant request and receipt maintenance, and overall management of a varied workload under time and accuracy constraints.
MAJOR ACCOUNTABILITIES AND DUTIES:
Initiate and implement effective planning, scheduling, use, and control of work flow, and gift processing through management of information systems, quality management, production management, inventory management, accounting, and other functions as they affect the organization.
Under the supervision of the Director of Development, initiates and creates plans to improve the work flow of donor and prospects’ move management.
Create and implement a plan to clean and maintain the integrity and accuracy of the donor and prospective donor data-base, Raiser’s Edge.
Establish and maintain a prospect donor base through Raiser’s Edge software, designing and running easily accessible queries and reports.
Acknowledge donor contributions by drafting, editing, copying, and mailing letters (after approval of Director of Development) based on the donor gift and classification. (Donor contributions include: foundation, corporation, government, business, memorial, honoraria, scholarships, camperships, United Way - all gifts other than SHARE).
Create and keep current data base, gift acceptance policy and operations manual for the Fund Development department.
In consultation with other fundraising staff, establish policies and procedures to create and document and maintain an effective prospect/donor management and tracking system.
Prepare for Fund Development meetings including invitation, reminders, responses, materials, meeting set-up, meal and refreshment preparations, clean up, and follow-up.
Maintain the fund development budget by preparing payment authorizations and purchase orders for the Director of Development and ensuring all expenses are charged to the correct line item.
Enter foundation, corporation, government and United Way gifts into appropriate Raiser’s Edge file, run and maintain cash receipts journal, and ensure that checks and required documentation are routed directly to the Finance department in a timely manner. Notify Grants Officer of foundation, corporation and government checks, grant agreement, grant reports or other grant requirement forms that are received.
Update and maintain foundation and corporation files on Raiser’s Edge including recording all correspondence (actions), contact information, mailing codes, and notes.
Prepare reports and letters ensuring accuracy, efficiency and a high degree of professionalism.
Supervise, update and maintain organization and chronology of foundation and corporation files.
Process Dollars for Doers and Volunteer Hour applications and contributions, update records, and periodically update Annual Giving Specialist on status.
Coordinate mailings for planned giving newsletters, corporate newsletters, annual report, holiday cards, and other fund development materials. Update and maintain Fund Development’s publication “bank”.
Research prospective donors, as assigned.
Create queries, reports, word merges, and labels, as needed.
Identify overdue pledges from corporations and foundations and notify Grants Officer.
Perform general office management duties such as creating and improving filing systems, maintaining records/mailing lists, making and answering telephone calls, and sending and receiving faxes, copying, scanning documents, mailings, etc.
Prepare and maintain supply of paper, materials and attachments for reports, grant requests, proposals, packets for visits, and routine correspondence.
Interact with volunteers as required.
Maintain calendar of funding dates and department and director’s calendars with tickler file for Director of Development, as well as updating her Rolodex.
Assist with scheduling and preparations for United Way/CFC fairs, mailings, and ordering and distribution of materials.
Routinely, order, maintain, and organize office supplies for the Fund Development department.
Prepare and send out envelopes, packages for grant requests, reports, thank you letters, and other department mailings. Research mailing options, deadlines, fees, and timeframes and identify best method for timely and appropriate delivery of each mailing.
Assist supervisor in routine activities, special Fund Development projects, and other business support duties as assigned.
Participate in council wide data entry projects, and other projects as needed.
Perform other related duties as required.
Bachelor’s degree or equivalent related work experience.
Excellent written, verbal and interpersonal communications skills.
Excellent attention to detail.
Ability to plan and implement operations improvement strategy.
Ability to interact in a professional manner with the public, volunteers, and staff of all levels (including senior management).
Ability to type 50-60 wpm using a personal computer.
Proficiency in Windows 2000, Microsoft Office 2000.
Knowledge and aptitude with Raiser’s Edge preferred .
Interested candidates for specialist positions should send cover letter and resume to: