| POSITION SUMMARY Reporting to the Director, Development Services (DDS), incumbent provides specialized support to the DEV Services team and fundraising staff. Responsibilities include but are not limited to gift processing; gift acknowledgment; prospect research; data entry, clean-up and management; report writing; and administrative and fiscal support. Serves as primary database administrator for Giftmap program to track donor naming opportunities. Interacts with all levels of the organization, including senior management, faculty, donors and members of the community. Responsible for independent problem-solving and performing duties with a high level of service and the utmost courtesy and confidentiality. Must possess attention to detail, ability to maintain confidentiality, ability to meet tight deadlines and multi-task with frequent interruptions. Assists with evening and weekend events, as necessary. ESSENTIAL FUNCTIONS Gift Processing and Data Management (50%) - Under direction of the DDS and Development and Programs Administrator (DPA), performs timely and accurate data entry and maintenance of gift records, pledges, memberships, etc. Ensures that all interested parties, including faculty and leadership, are notified of significant gifts.
- Assists in creation and maintenance of gift acceptance policies, procedures and training manuals.
- Reviews incoming gift activity and gift agreements to ensure timely donor acknowledgement requirements. Verifies accuracy of all gift and donor information using files, correspondence and database records.
- Scans and makes copies of checks and credit card gifts and updates electronic donor files accordingly, maintaining confidentiality with payment information. Delivers checks to Finance (FIN) office, as necessary.
- Prepares and distributes weekly gift summary reports for Development team. Acts as primary liaison to FIN to provide allocation information and gift reconciliation reports on a daily, weekly and monthly basis. Resolves any issues and develops and implements policies, independently or with input from DDS and DPA when necessary.
- Prepares and prints standard gift acknowledgment letters and matches with corresponding gift receipt; mails to recipients. Consults with appropriate fundraising units as appropriate.
- Executes special gift acknowledgement letters for Development Officer (DO) review, including honor/memorial tribute, stock, President’s letters and others as necessary. Includes inserting donor information, formatting, routing for review and mailing.
- Regularly performs data entry and cleanup projects in Salesforce, including but not limited to monitoring returned mail to update addresses and updating ER department personnel information.
- Monitors recent record entries to ensure that department users provide accurate and complete data into Salesforce. Follows up with unit admins to request updates and provide ongoing refresher training, as necessary.
- Builds, maintains and runs low- to mid-level reports, dashboards, queries, imports, exports and lists from the database to fulfill requests and data reports (lists, mailing labels, letters). Manipulates data and formatting as needed.
- Communicates in person, in writing and by phone with individuals at all levels, including board members, senior management, executive leadership, faculty, staff and members of the community.
- Assists with special data update projects, as needed.
Donor Stewardship Data Administration (40%) - Serves as primary database administrator for Giftmap program to track donor naming opportunities on the Salk campus. Includes adding new naming opportunities and associated information, monitoring new entries to check for accuracy and consistency and making system updates as necessary.
- Executes regular transfer of data to and from Salesforce database to ensure up-to-date information is available to department users.
- Builds, maintains and runs reports for department use in strategy and planning meetings, gift proposals, etc.
- Provides system training to new users. Regularly monitors data integrity report and provides policy reminders and follow-up training as necessary.
Development Services Administrative Support (10%) - Provides administrative support to DEV Services unit, including coordinating meetings and training, copying documents, running errands, preparing mailings, ordering supplies and overseeing a comprehensive filing and retrieval system.
- Assists in scheduling of team meetings and Salesforce training sessions, including booking rooms, tracking RSVPs and attendance and preparing materials and equipment, as necessary.
- Regularly checks unit’s supply inventory and places orders in accordance with budget allocations and Salk policies and procedures. Acts as liaison to Procurement for orders. Ensures items are received and reconciled against ledger.
- Monitors unit’s office equipment, including computers and printers. Troubleshoots technical issues to determine whether additional service is required. Acts as liaison to IT and Facilities Services for all repairs and maintenance.
- Oversees tracking of Development department equipment, including computers, laptops, tablets, etc. Monitors age of desktop computers to recommend candidates for new equipment as budget permits. Regularly updates log of devices assigned to each employee, and assists in off-boarding process by ensuring that all Salk equipment is accounted for before employees leave the Institute.
- Prepares accounting forms, including accounts payable, independent contractors and maintenance agreements, purchase requisitions of supplies and equipment, cash advances, travel, reimbursements and budget adjustments.
- Processes invoices for DEV Services unit, including checking for appropriate data (fund and account numbers). Routes for required approvals, copies as needed, sends to FIN for processing and follows up to ensure timely and accurate payment.
- Completes weekly and monthly budget review and audit-ready reconciliation for DEV Services budget. Reviews posted expenses and estimates spending for remainder of the fiscal year. Ensures accuracy of all reports before seeking approval. Maintains comprehensive filing system of all financial records.
- Works with DDS and ER Admin unit to develop annual budget call for DEV Services budget.
- Serves as DEV Services representative at monthly administrative staff meetings to provide updates and reminders to department administrative staff members. Reports pertinent information back to DEV Services team.
- Completes special projects, as assigned.
EXPERIENCE Required: - 3+ years of relevant work experience in office administration.
- 1+ years of relevant work experience in a fundraising environment.
- Experience with basic budget reconciliation and preparing financial and expense reports.
- Experience with event and meeting logistical preparation.
- Strong, demonstrated organizational and administrative support experience, with ability to prioritize daily operations and projects in order to meet rigid deadlines, ensure smooth workflow and handle multiple tasks simultaneously, often working under pressure and with frequent interruptions while exhibiting extreme attention to detail and maintaining a high degree of accuracy at all times.
- Experience providing strong, customer-oriented service and assistance.
- Experience researching and gathering materials and information for meetings and events and drafting, editing and proofreading correspondence, briefings and reports.
- Demonstrated experience in gathering, researching and analyzing information and recommending or implementing appropriate solutions.
- Experience drafting, editing and proofreading correspondence, briefings and reports.
- Demonstrated experience using personal computers and a wide variety of software for presentations, written communication, data processing and electronic communication.
Preferred: - Prior experience in a larger (500+) nonprofit organization.
- Prior experience in gift processing and acknowledgement.
- Experience using Salesforce or similar fundraising database.
EDUCATION Required: - Bachelor’s degree or equivalent combination of education and experience
Preferred: - Salesforce Administrator certification
SKILLS AND ABILITIES Required: - Strong demonstrated organizational skills with ability to prioritize daily operations and projects in order to meet rigid deadlines to ensure smooth workflow and handle multiple tasks simultaneously, often working under pressure with frequent interruptions while exhibiting extreme attention to detail and maintaining a high degree of accuracy at all times.
- Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic.
- Proven ability to work with independence, maintain confidentiality and anticipate problems and needs of department, taking necessary actions to mitigate potential negative effects and proactively assisting where possible.
- Exceptional customer service capabilities and interpersonal skills to communicate and interact in a courteous, politically correct and effective manner using a high degree of tact, diplomacy and discretion while exercising good judgment with individuals at all levels in person, in writing or by phone with diverse and demanding clientele, with emphasis on flexibility and professionalism.
- Excellent communication skills, including verbal and written. Ability to write and edit letters and other communications, as needed.
- Ability to communicate extensively and persuasively to be collaborative, facilitative and to accomplish goals in a timely manner.
- Ability to ensure confidentiality of information and sensitive documents by following operational procedures and exercising judgment in responding to requests.
- Ability to make excellent decisions and to employ mature judgment under demanding conditions and/or when confronted with frequently changing priorities.
- Proven ability to work with independence, maintain confidentiality and anticipate problems and needs of department, taking necessary actions to mitigate potential negative effects and proactively assisting where possible.
- Ability to establish and provide successful employee training.
- Ability to research and present summaries in a succinct manner using realistic expectations.
- Ability to execute basic budget reconciliation and prepare financial and expense reports.
- Demonstrated skill in using computer equipment and a wide variety of software packages for presentations, written communication, data processing and electronic communication (Microsoft Word, Excel, Outlook, PowerPoint and Visio).
- Demonstrated experience with relational databases, and an advanced-level use of Excel formulas and spreadsheets; expertise in various related software applications.
Preferred: - Knowledge of the principles and processes of professional fundraising.
- Knowledge of gift processing, gift acceptance policies and procedures and capital campaign counting.
- Demonstrated knowledge of relational database concepts and complex data structures and relationships.
- Ability to establish and provide successful employee training.
SPECIAL CONDITIONS OF EMPLOYMENT - Must be willing to work in an animal-related research environment.
- Satisfactory completion of the Institute’s background investigation.
- Will require occasional evenings and weekends to assist with events.
- Ability to work a flexible schedule, as needed.
- Must be willing to sign an employee confidentiality agreement.
PHYSICAL REQUIREMENTS This position requires constant adjusting focus, grasping, hearing, keying, seeing, sitting, talking, analyzing, calculating, communicating, reading, reasoning, writing, and working inside. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c) |
