Description
JOB OVERVIEW
The Development Coordinator provides administrative, membership, and data operations support to the Chief Advancement Officer, the Director of Individual Giving, the Manager of Membership and Development Operations, and the Development department team. The position helps coordinate day-to-day infrastructure, membership, and annual giving activities, and supports accurate gift processing and maintenance of the organization’s Raiser’s Edge database and related platforms.
ESSENTIAL JOB FUNCTIONS / KEY JOB OUTCOMES
Individual Giving Program Support & Member Services
- Coordinate and produce timely, accurate tax acknowledgement letters for individual giving, including Prospect Partners, membership gifts, fundraising event gifts, commemorative gifts, and general operating gifts, working with outside vendors when necessary (including inform letters and certificates to gift honorees).
- Serve as the primary customer service representative for the Membership program (responding to phone and email inquiries, resolving issues, and proactively reaching out to members as needed).
- Coordinate in-house membership renewal and fulfillment processes through vendors via postal mail and email.
- Assist the Director of Individual Giving and Manager of Membership and Development Operations in organizing and executing renewal mail and email series for Prospect Partners and other annual giving campaigns.
- Coordinate printing, inventory, and distribution of collateral for Prospect Partners and membership programs (stationery, brochures, premiums, etc.).
- Support execution of the member and donor communications calendar through tools such as Mailchimp and other email platforms.
- Support task management of external direct-response and digital fundraising consultants.
- Manage RSVP lists and guest information for development cultivation events, including but not limited to membership, Prospect Partner, and fundraising events; provide on-site support as needed.
Gift Processing, Data Entry & Development Operations
- Working with the Manager of Membership and Development Operations, maintain, monitor, and update the donor database, ensuring consistent, accurate data entry and prompt updates to constituent records in accordance with industry best practices.
- Process gifts across multiple channels, including:
- Entering checks, credit card transactions, and electronic transfers (EFTs) into Raiser’s Edge on a timely basis.
- Preparing and reconciling batches for caging and other third-party processing partners; performing quality control by comparing batch reports with internal tracking sheets.
- Processing online gifts through Omatic or similar integration tools and troubleshooting exceptions as needed.
- Creating and updating recurring gift records for sustainers, including global updates and terminations in coordination with the Manager of Membership and Development Operations.
- Run and maintain routine data hygiene queries (e.g., “Spouse Name not Blank”) and make corrections as needed to improve data integrity.
- Maintain database management for donor and prospect portfolios, including entering actions, notes, and contact reports to document meetings and donor touchpoints and support relationship management by the Development team members.
- Assist with organization-wide communications related to fundraising initiatives (pulling lists, preparing mail merges, exports, etc.).
Administrative Support
- Provide administrative support to the Chief Advancement Officer, Director of Individual Giving, Manager of Membership and Development Operations, and broader Development team as needed.
- Prepare and submit expense reimbursements and payment requests for Development leadership.
- Track and purchase office supplies for the department and submit maintenance requests as needed.
- Assist with scheduling for Development leadership as assigned.
Performs other job-related duties and functions as assigned
Requirements
EDUCATION & EXPERIENCE
- Bachelors or Associates degree in a relevant discipline preferred but not required
- A minimum of 1-3 years work experience or internship, providing administrative and general operational support in a development, marketing, or event/conference planning environment
- Experience with databases, project management tools, email marketing tools and online fundraising platform (i.e. Raisers Edge, Mailchimp, Classy, etc.)
- A valid NYS Driver’s License
COMPETENCIES (Knowledge, Skills & Personal Attributes)
- Passion for the Alliance Mission & Core Values: A passion for public parks and environmental conservation combined with a commitment to treating others with respect, appreciating individual differences and embracing the values of diversity, equity and inclusion.
- Ethics & Integrity: Earns the trust and respect of others through a consistent commitment to integrity, honesty and professionalism in all interactions.
- Administrative Knowledge: In depth understanding of logistics coordination, project management, scheduling and customer relations in a development/fundraising environment.
- Communication Skills: Superior written and verbal communication skills, including public speaking and the ability to convey concepts and make presentations in a clear, culturally competent and understandable manner. Demonstrates effective listening skills and openness to other people’s ideas and suggestions.
- Planning, Organizing & Problem-Solving: Able to manage multiple projects effectively. Defines tasks and milestones to achieve objectives and ensures the optimal use of resources to effectively solve problems and accomplish work objectives. Alerts others to possible problems in a timely fashion and knows when to seek support and direction from others to solve problems, while offering possible solutions. Acts on solutions selected and decisions made.
- Organization & Accountability: Meticulously well-organized with diligent attention to detail, a sense of urgency, ability to set priorities, meet deadlines and take pride in consistently producing accurate, timely and quality work products with minimal supervision.
- Collaboration & Teamwork: Committed to working in collaboration with others, promoting cooperation and commitment to others and being a positive team contributor.
- Customer Service: Exhibits a strong commitment to delivering excellent and responsive service to internal stakeholders, patrons, donors and customers.
- Technology: Proficient with automated technologies that support areas of responsibility including G-Suite and Microsoft Office Suite. Experience with databases, project management tools, email marketing tools and online fundraising platforms, a plus; general comfort with learning new technologies required.
WORKING CONDITIONS & PHYSICAL DEMANDS
- Work is normally performed in an interior office setting which does not subject the employee to any hazardous or unusual elements
- Requires use of a desktop, laptop, or video display terminal
- Requires routine physical movements with limited physical exertion required
- Ability to communicate, receive and understand information through oral and written communication and proofread and check documents for accuracy
- Requires communicating information with co-workers, stakeholders and/or the public; reading correspondence, instructions and/or technical documents; writing correspondence and/or reports and filling in forms
TOTAL REWARDS (Compensation + Benefits)
- Job Grade: 6 (Administrative Support)
- Hourly Rate: $24 - 26.00 per hour
- FLSA Status: Non-Exempt
- 20 Vacation Days
- 14 Paid Holidays
- Comprehensive Health Benefits offered, including:
- Medical, Dental, Vision
- Supplemental: Flexible Spending Account, Dependent Care FSA, Commuter Benefits, AFLAC & Pet Insurance
- 403b Contributions + 2% Employer Contribution
Diversity Makes Us Stronger Together: Prospect Park Alliance serves park users of all socio-economic and cultural backgrounds and strives to reflect this diversity throughout our operations and in our leadership, staff, stakeholders and supporters. We know that by creating an equitable and inclusive workplace built on mutual respect and the appreciation of difference, our employees will feel safe to express themselves, voice their opinions and work together to find common ground and solutions. Integral to this vision is our longstanding commitment to provide equal employment opportunity for all employees and applicants for employment.
