Fundraising Operations Coordinator

2 weeks ago

San Marcos, California, United States Casa de Amparo Full time
Job Overview

GENERAL FUNCTION: This role encompasses a range of skilled administrative and clerical responsibilities that directly support fundraising initiatives. Key tasks include monitoring contributions, acknowledging gifts, managing donor databases, coordinating in-kind donations, and assisting with special events. The position requires the development of strong working relationships with development personnel, donors, volunteers, and Program Managers. It involves soliciting in-kind contributions to meet program requirements and support auctions. Additionally, this role provides essential administrative assistance to various departmental positions.

QUALIFICATIONS: A minimum of one year of experience in an administrative role with diverse responsibilities is required. Proficiency in computer applications, particularly the MS Office Suite, is essential. Familiarity with Donor Perfect (online) and Greater Giving event software is advantageous. The ideal candidate will be well-organized, possess strong communication skills, and demonstrate attention to detail while maintaining a broad perspective. A proactive approach to problem-solving is necessary, along with strong writing, grammar, and editing skills. Flexibility and the ability to manage multiple priorities are crucial. Experience or education in fundraising is preferred. Candidates must have the physical capability to perform tasks outlined in this job description, including lifting up to 50 pounds, crouching, crawling, and navigating stairs. Compliance with all employment requirements, including physical, TB, and drug screening, is mandatory. Candidates must be at least 21 years of age.

KEY RESPONSIBILITIES:

  1. Record all monetary and in-kind donations in the donor database (Donor Perfect).
  2. Prepare timely acknowledgments for donors, including thank-you letters and tax documentation.
  3. Serve as the primary contact for all donor inquiries, including those related to in-kind contributions.
  4. Coordinate the logistics of in-kind donation deliveries, pickups, and storage.
  5. Ensure that donations are transferred to storage by the end of the business day they are received.
  6. Maintain accurate donor records and stay informed about updates and features in the database.
  7. Communicate with programs regarding needs and updates to in-kind Wish Lists.
  8. Reconcile monthly reports of in-kind and monetary donations from the donor database with the Accounting department.
  9. Provide administrative support to various departmental roles.
  10. Coordinate the Holiday Donation Drive in collaboration with the Volunteer & Community Outreach Coordinator, including working with programs to gather client wish lists, assigning them to donors, and managing the donation center.
  11. Assist in organizing departmental storage units.
  12. Provide backup support for administrative reception, including mail and phone coverage.
  13. Participate in Development Department and Administration meetings, one-on-one supervision, and other required meetings.

SPECIAL EVENTS:

  1. Assist staff with all special events, including setup and cleanup, under the guidance of the Development & Special Events Manager.
  2. Oversee solicitation materials for events and solicit in-kind donations for auctions.
  3. Maintain a database of auction items in Greater Giving.
  4. Lead the check-in and registration team on the day of events.
  5. Prepare post-event thank-you letters for all attendees.
  6. Collaborate with the Development and Special Events Manager to update solicitation materials and research in-kind donations for auctions.
  7. Support by preparing agendas and meeting materials.
  8. Track RSVPs for events in partnership with the Development and Special Events Manager.
  9. Assist with setup and cleanup during all special events.
  10. Support internal and external event activities as assigned.
  11. Create bid sheets and prepare day-of print materials in coordination with the Development and Special Events Manager.
  12. Enter auction items, sales, and guest information into Greater Giving in collaboration with the Development and Special Events Manager.

EFFECT ON END RESULT: This position ensures the accurate, timely, and organized completion of correspondence and records. It guarantees that administrative and clerical tasks are executed professionally, supporting the agency's fundraising efforts. This role is vital in ensuring that in-kind donations are available as resources for the organization's programs and clients.

This job description is not exhaustive. It is understood that the employee will also perform other reasonable related duties as assigned by their supervisor. Job descriptions are reviewed periodically and may be revised as necessary. This job description does not constitute a written contract.

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