Development Coordinator, Annual Giving

Overview

Summary

The Development Coordinator for Annual Giving is part of a team responsible for the annual fundraising programs of the California Science Center Foundation, providing administrative support to the Development Department with a focus on core gift processing and donor acknowledgement processes, and donor and member services. The ideal candidate is a team player with strong organizational, time-management and communication skills. Data entry experience and keen attention to detail are also required. The Development Coordinator is responsible for gift processing (invoicing, pledge/gift data entry, financial reporting and reconciliation); generating renewal letters, acknowledgment letters and contribution receipts; constituent data maintenance and mailing list management; providing frontline services to members, donors and guests; and assisting with coordinating meeting and event logistics. This position is also responsible for coordinating key elements of the Discovery Ball, including tracking guest lists and donor/sponsor recognition preferences; coordinating communications to sponsors and guests; overseeing guest registration; and assisting with night-of-event fundraising activities.

QUALIFICATIONS

• Bachelor’s degree desired, or equivalent work experience.
• 1-2 years administrative assistance or data entry experience in an office setting, preferably in a development office or nonprofit organization.
• Strong organizational and analytical skills; detail-oriented with ability to establish and maintain high standards of information management.
• Proficiency in Microsoft Office suite, OneDrive applications, and database programs; Tessitura or other constituent relationship management (CRM) system experience preferred.
• Understanding of basic accounting standards and ability to accurately record revenue and expenses.
• Excellent customer service skills.
• Solid writing and editing skills.
• Strong problem-solving skills and effective project coordination ability.
• Excellent interpersonal and communication skills with ability to develop productive working relationships with staff across departments.
• Professional demeanor and ability to interact effectively and diplomatically with Trustees, donors, sponsors, members, volunteers and the general public.
• Ability to work both independently and as part of a team to produce results in a fast-paced, deadline-oriented environment.
• Highly motivated self-starter with excellent follow-through and ability to manage multiple high-priority tasks while balancing all assigned responsibilities.
• Willingness to work evenings and weekends (Saturday and Sunday) on occasion.

MAJOR JOB RESPONSIBILITIES

• Provide administrative support for department-wide annual fundraising programs and solicitation efforts, including projects such as the Board of Trustees Statement of Commitment process, Partners in Learning renewals and acquisitions, and Discovery Ball sponsorships.
• Process pledges and gifts received for Partners in Learning and the Discovery Ball, as well as grants and other contributions, assuring adherence to high standards of accuracy for entry of donation and constituent information.
• Serve as part of a team that staffs the Membership Services window at the Box Office, providing frontline assistance to current members and donors, answering inquiries about member benefits, and conducting point-of-sale member and donation transactions.
• Assist with production of financial reports in accordance with Development and Accounting Department processes to ensure monthly and fiscal year-end fundraising revenue reconciliation.
• Maintain constituent records and data, including making timely additions, changes and updates in the donor database.
• Coordinate with Development database manager to build queries and exports to produce current mailing lists and reports; coordinate mailings.
• Produce and track correspondence, including solicitation/renewal letters, pledge forms, invoices, acknowledgment letters/receipts, and event/program invitations.
• Manage member and donor benefits fulfillment, including maintaining accurate donor recognition records for updating the annual donor wall, website, and select publications.
• Provide excellent customer service, assist with donor stewardship, and serve as a point of contact for donor inquiries.
• Provide staff support for the Discovery Ball and other events, including coordinating committee meetings and follow-up; managing materials and publication mailings; tracking guest lists and donor/sponsor recognition preferences.
• Coordinate Discovery Ball guest registration and assist in the coordination of night-of-event fundraising activities, such as raffle ticket sales and “raise the paddle” donations for education programs.
• Provide logistical support including RSVP management, participant confirmations, catering arrangements, work orders, room set-up, parking reservations/validations, etc. for various donor programs, events and stewardship activities; may occur on- or off-site, as well as outside of standard business hours.
• Special projects, assignments and other duties as assigned.