Development Operations and Administrative Coordinator

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Position Summary An integral member of Boys & Girls Clubs of Boston's Development Department, this position is responsible for a wide range of activities in support of the Chief Advancement Officer (CAO) as well as of Development Operations as it pertains to contribution services and data integrity projects. This position requires an individual with excellent writing skills who is highly organized and detail oriented, and who is adept to learning and working with a complex donor database and its accompanying policies and procedures. The time allocated to the various responsibilities of this role will vary based on peaks around events, donor meetings, calendar year-end and fiscal year-end fundraising activities; estimated: 30% administrative services and 70% development operations.

Essential Duties and Responsibilities

Development Operations

• Process all philanthropic contributions with consideration to timeliness, efficiency and accuracy of both gift coding and donor biographical data.
• Accurately capture donor intent in processing gifts by maintaining a thorough understanding of all appeals, funds, and gift types including multi-year and annual pledges, matching gifts, tribute gifts, online, wire and stock transactions, in-kind donations, and Club specific funds and initiatives.
• Generate timely and accurate acknowledgement letters, tax receipts and tribute acknowledgements; effectively coordinate with prospect managers for special letters. Track, scan and upload in PaperSave gift documentation and special acknowledgements.
• Create, edit and maintain accurate constituent records in Raiser's Edge NXT, ensuring that all biographical and donor contact information conforms to the standards established by the Development Office.
• Process address updates from returned mail and participate in ongoing and short-term data integrity projects as assigned.
• Track and monitor matching gift pledges and manage communications with administrators for the matching gift programs at donor companies.
• Respond to requests for information from donors, volunteers, and staff in a professional and timely manner.

Administrative Support to the CAO

• Schedule meetings and prepare related materials including briefings for external meetings.
• Manage calendar and appointments - sharing key calendar dates with internal stakeholders.
• Prepare meeting agendas, presentations and other internal and external communications as needed.
• Assist with preparation of materials for Board presentations, committee meetings, and other special presentations, and assist with follow-up.
• Update donor information, adding notes and actions, and tracking appointments in Raiser's Edge NXT database.
• Plan, direct and execute special projects as directed by the CAO.
• Other administrative duties relative to development activities as needed.

Requirements

Education/Training:

• BA or Associates Degree or equivalent combination of training and experience.

Experience:

• Knowledge of Microsoft Office applications required.
• Raiser's Edge experience strongly preferred, although other database experience is considered; PaperSave and Import-OMatic experience a plus.
• At least one to two years of experience in a Development Office or equivalent environment, processing high volume of data and providing administrative support.

Skills/Abilities:

• Excellent organizational, planning, implementation skills and follow-through skills; manage multiple tasks/projects simultaneously; highly detail oriented with a critical degree of accuracy and problem-solving skills, including the ability to solve practical day-to-day problems, use good judgment in dealing with multiple variables, and seek information through dialogue, questions, and research.
• Strong communication and writing skills.
• Willingness to spend extended periods of time doing routine and repetitive computer/data work.
• Perform all functions with a high degree of confidentiality.
• Ability to take responsibility, to work well as a team member and independently. Be self-motivated and adaptable.
• Ability to understand and follow directions and complex policies and procedures.

Skills

• MICROSOFT OFFICE

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