Approximately 60% of this role will be devoted to ensuring the successful execution of the organization’s various fundraising initiatives by providing administrative support for the Development Office. This individual will work closely with the Director of Development to execute mailings, produce marketing materials, track donor information in the donor database, coordinate details for fundraising events, complete monthly grant reimbursements, and other tasks as assigned. The remaining 40% percent of this role will be devoted to managing the various data systems and processes that track our youth’s outcomes and demographic information. This includes exporting and analyzing outcome data for grant reports, under the direction of the Director of Development.
ResponsibilitiesCORE FUNCTIONS:
Be the engine behind our fundraising efforts — keeping donors, events, and campaigns running smoothly.Manage our donor database with precision, ensuring gifts are acknowledged quickly and relationships stay strong.Support grants by preparing reports and analyzing youth outcomes that showcase our impact.Create and coordinate engaging newsletters, mailings, and digital campaigns that tell our story.Keep our data clean, accurate, and ready for reporting — from youth surveys to organizational scorecards.Work closely with staff and leadership to ensure both the numbers and the narratives reflect our mission.
KEY ROLES (Essential Job Responsibilities):
Grants Management
Export member data from MyClubHub (Salesforce-based CRM/member tracking system) into Excel databases as requested. Reformat and manipulate Excel spreadsheets to analyze data for grant reports. Work with Director of Development to complete financial reports for grants as requested. Assist Director of Development with the research of funding prospects and the preparation of grant reports and grant applications, as needed. Work with Director of Development to ensure all grant outcomes are being met, and pull reports to check progress on program attendance entry, completion of grant required programs, surveys, etc.
Resource Development
Accurately log gifts and enter donor information in the Salesforce CRM system. Manage the Salesforce database and ensure accurate data. Become proficient in all aspects of Salesforce and be able to generate customized reports for the Development Staff and Board of Directors as needed. Generate thank you letters, gift acknowledgements, and pledge reminders. Ensure timely recognition of all gifts within 24-48 hours of receipt. Execute mail merges to produce annual campaign letters, donor newsletter mailing labels, and other communications. Assist Development Staff with the production of donor newsletters, brochures, event invitations, and other publications. This can include gathering stories and pictures, obtaining media release forms, assisting with design in Canva and other tools, etc. Execute bulk mailing procedures for the organization’s bulk mailings (newsletters, holiday cards, etc.). Assist the Director of Development with the creation of mass marketing email blasts in Constant Contact, as requested. Assist with all tasks as needed to execute our fundraising events. This includes, but is not limited to: maintaining spreadsheets to track progress on securing sponsors, producing donation request letters, designing event invitations and graphics in Canva, tracking RSVPs, producing thank you letters, event set-up and tear down, working duties as assigned at events (includes evening and weekend hours), and other responsibilities as needed to support the Board and Development Staff in executing a successful event.Data Management
Assist with survey administration and track completion of youth pre/post tests as required by grant funding. Analyze survey results to report back on grant outcomes and assist the Director of Development with grant reporting as requested. Pull reports to identify missing/incorrect data in the member tracking system and communicate with program staff to get it completed or corrected quarterly. Become proficient in all aspects of MyClubHub, and assist with database maintenance and accuracy (cleaning data). Work with tech support to resolve any issues or questions that may arise. Update the organizational scorecard monthly or as requested by the CEO and/or Director of Development. Add additional metrics and make changes as requested. Qualifications Bachelor's degree from an accredited college or university preferred.Excellent attention to detail. Typos in donor thank you letters or mistakes in grant reimbursements can cost the organization much-needed funds. This role requires the utmost ability to produce accurate, thorough, mistake-free work even through repetitive processes. Strong Microsoft Word, PowerPoint, and Excel skills required. Strong communication skills, both verbal and written.Strong problem-solving skills and internet research skills. The successful candidate must be resourceful and able to generate solutions to challenges independently.Strong general computer skills. Must be able to quickly learn and master databases and new software programs.A minimum of 1-2 years of similar professional experience preferred.Background or experience in fundraising/development preferred.Ability to interact professionally with Club staff, Board members, volunteers, and other parties.DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.