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Fund Development Coordinator

Company: YWCA O'ahu
Date Posted: July 11, 2017

PRIMARY PURPOSE:  Responsible for the implementation of current fund development plan, and maintaining development/membership records in the organizational database, including communications with donors and prospective donors, donor research, grant submission coordination, and performing administrative services in support of the YWCA mission, goals and objectives.   

ESSENTIAL DUTIES/FUNCTIONS: 

Maintain donor and prospective donor records in organizational database:

  • Input contact and contribution information into database according to established guidelines.
  • Establish and maintain receivable accounts.
  • Update and add new records in database.
  • Create and publish recurring fundraising reports.
  • Design and execute queries of database.
  • Export data and generate mail-merge materials.
  • Periodically reconcile donor accounts with bank and general ledger records.
  • Produce reports as requested for special purposes.

Nurture relationships with donors and prospective donors through communications:

  • Ensure receipt of contributions through various payment methods, including cash, check, credit card, direct deposit/automatic debit, on-line, stock and other instrument transfers.
  • Coordinate direct mail fundraising campaigns, including the creation and maintenance of mailing lists, letters, envelopes, postcards, labels, etc – through in-house marketing department and/or outside vendors.
  • Process acknowledgement letters to all donors within 48 hours of gift receipt.
  • Process thank you letters and/or cards for the CEO and the Director of Fund Development’s signature.
  • Answer donor questions regarding tax deductibility issues and matching funds.
  • Ensure donors have been properly acknowledged.
  • Ensure the security of constituents’ private information when used within Fund Development.
  • Prepare and provide pledge reminders to pledging donors.
  • Provide periodic or as requested statements to donors.

Acquire and cultivate new donors and new donations:

  • Conduct preliminary research on prospective corporation, foundation, and individual donors.
  • Coordination of all materials required in grant submissions - ensuring delivery before deadlines.

Provide project coordination and administrative support to Department:

  • Provide project coordination and administrative support to Department.
  • Oversee and maintain Fund Development Department files.
  • Order office supplies for Department, as needed.
  • Process payables for services rendered for Department.
  • Assist with and attend fundraising special events, as possible and as needed.
  • Perform additional duties as required.

JUDGEMENT/DECISION MAKING

  • Duties are performed under general supervision and established guidelines.
  • Demonstrates common sense, flexibility, and teamwork.
  • Makes day-to-day decisions within the scope of work assignment.
  • Refers difficult questions or unusual problems to supervisor.
  • Prioritizes tasks in the absence of specific instructions.
  • Adapts or modifies processes in response to changing circumstances.

RESPONSIBILITY/OVERSIGHT-FINANCIAL & SUPERVISORY

  • Supervises no staff but may help plan and direct the work of volunteers or interns.
  • High level of financial responsibility, which includes processing of checks, donations, and donor banking and financial information.
  • May purchase equipment and supplies as provided for in budget and in consultation with supervisor.

COMMUNICATION/INTERPERSONAL CONTACTS:

  • Excellent communication and customer service skills, telephone, written and oral, with strong service orientation.
  • Formulates and clearly communicates ideas to others, providing a variety of information to staff and others to assist workflow throughout the organization.
  • Works and communicates with a diverse group of people, including board or directors, donors, volunteers, the public and other staff.
  • Consistently demonstrates professional, positive, and approachable attitude/demeanor, and discretion.
  • Demonstrates sensitivity in handling confidential information.

WORKING CONDITIONS:  Work performed in an air conditioned office.  Occasional errands performed out side of office, as needed.  Some evening and weekend work required.

EQUIPMENT USE:  Telephone, computer, photocopier, calculator, fax machine, folding machine, credit card processor.

MENTAL DEMANDS:  Mathematical ability required to process donor and member receipts.  Patience and courtesy necessary when dealing with public.  Requires ability to prioritize multiple tasks.  Attention to detail essential for data entry and administrative tasks.  Ability to function well in a fast-paced work environment.

PHYSICAL DEMANDS:  Prolonged periods of sitting and using the computer.  Lifting printed materials and re-arranging furniture occasionally for department events --assistance from co-workers is always available.

QUALIFICATION REQUIREMENTS:

SKILLS/KNOWLEDGE:  PC proficiency and experience with word-processing and spreadsheets required.  Knowledge of computer software and databases essential.  Ability to work with diversity of ethnic, cultural, socioeconomic and religious backgrounds required.  Effective time management skills.  Good organizational skills required, with strict attention to details in all tasks.   A proven record of working cooperatively and flexibly as part of a team. Ability to multi-task, set priorities and maintain positive attitude at times of increased workload.  Basic knowledge of accounting principles required.

EDUCATION/TRAINING:  Minimum of BA/BS degree in related field preferred.

EXPERIENCEA minimum of three years' experience in an administrative position.  Strong preference for nonprofit experience in fundraising and/or fund development.  Proficiency in Microsoft Word, Excel, and PowerPoint, and database management experience.  Excellent verbal and written communications skills.  Ability to present information concisely and effectively, both verbal and written.  Ability to organize and prioritize work.  Ability to work independently with little supervision.  Excellent interpersonal skills.

TO APPLY:  All interested applicants must apply on-line at https://www.ywcaoahu.org/job-opportunities/.