- Purpose of the Job:
To provide administrative support for the Major Gifts team, including file maintenance, preparation of briefing packets, scheduling of donor meetings, travel arrangements, gift processing and all other designated administrative functions which support the functioning of the Major Gifts team.
II.Essential Functions and Responsibilities:
Donor Data Coordination
Assists in maintaining Major Gifts filing systems. This includes all electronic and hard copy files. Works with Major Gifts team to identify opportunities for improvements in both systems.
Assists with mailings to major donors. This may include, but is not limited to, donor thank you notes, new major donor letters, multi-year initiative letters, renewals and appeals and cultivation mailings.
Assist in data hygiene including, but not limited to updating addresses, emails, phones, and other pertinent contact information, salutations, interactions.
Assist in gift processing including recording donations in spreadsheet.
Produces monthly and quarterly statistics, revenue and other reports.
Assists in development of presentation materials for donor meetings. Meets with MSF staff member attending meeting to ensure that materials are tailored to specific donor.
Assists in ensuring senior staff is meeting deadlines for next steps and tickler actions with donors, and that donor files are updated accordingly.
Responsible for all event invitations including the printing and mailing/emailing of all invitations. Acts as point person for all RSVPs.
Schedules donor meetings on behalf of Major Gifts, Executive, and Board.
Assists in responding to prospective and current donor questions on the telephone, by email, and by mail regarding MSF activities and programs and any other major donor services queries in a timely and professional manner.
With approval from Major Gifts Officer, assists with MSF special events (i.e. public education events, lectures, etc.), especially when donors are in attendance.
Manages and maintains the Major Gifts Travel & Event schedule.
Ensures that adequate inventory is maintained of all major gifts and planned giving materials (cards, brochures, envelopes, etc.).
- Supervisory Responsibilities:
Does not directly supervise any staff, but does give assignments to and coordinates work with 1-2 unpaid staff consisting of volunteers, interns and/or Work-Study students, to provide administrative support to the Major Gifts & Planned Giving unit, under supervision of the Associate.
- Fiscal Responsibility
Contributes to the generation of revenue by supporting the Major Gifts Annual Plan, and in particular, by ensuring the integrity of donor data and contributing to research. Reports regularly on major gifts revenue and coordinates tracking of pledges with Finance. Is responsible for maintaining the privacy of donors’ personal and financial data.
- Extent of Public Contact
Occasionally interacts with high-level contacts including Board of Directors, Board of Advisors, major donors.
- Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions.
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.
I. IV. Working Conditions, Travel and Environment
The duties of the job require regular attendance 5 days/week for a minimum of 35 hours. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.
Strong computer literacy, including ability to use Excel, Word, databases and internet research sites such as Google, Foundation Center and GuideStar.
Keen attention to detail, superior record-keeping skills and the ability to work with large amounts of data for extended periods of time.
Affinity for and facility with numbers.
Ability to work well under pressure and with deadlines.
Ability to work on multiple projects at one time. Proven time management and organizational skills.
Ability to work with a minimum of supervision.
Ability to prioritize ongoing vs. immediate needs appropriately.
Typing minimum of 50 words per minute
Bachelor's degree (B. A.) from four-year college or university; plus two years related work experience or equivalent combination of education and experience.
Prior experience in a non-profit work environment.
To apply, send cover letter and resume to: Employment.firstname.lastname@example.org, Attn: Major Gifts Assistant.
*Application closes on December 19, 2014.*
Salary – mid 40's commensurate with experience and great benefits. Generous paid time off. A friendly, supportive environment with growth potential.