Development Associate
Job summary:
The Development Associate is an ideal position for early-career professionals interested in exploring a career in fundraising. Their primary responsibility is managing and maintaining an accurate donor database resulting in high quality reporting and analytics, as well as, providing excellent donor customer service and timely stewardship. Their responsibilities fall into three categories: gift entry, reporting and analysis; database hygiene; and administrative functions. Working collaboratively with other inter- and intra-departmental users of the database, they will develop and monitor the consistent implementation of system-wide policies and procedures for Discovery Place, ensuring data accuracy and reporting efficiency for all users.
For the next six to eight months, Discovery Place will be migrating our donor database from a Blackbaud platform to Salesforce software. The Development Associate will be a key departmental player in successfully executing on the scope of this transition. On an ongoing basis, the Development Associate serves as the primary database trainer for Development staff members and is responsible for ensuring standards are maintained by all departmental users.
They also lead the donor stewardship process ensuring timely, personalized communications are received by the donor. The Development Associate will also respond to general phone and email inquiries. They will also perform essential administrative functions as an integral player in a high-performing fundraising team.
Essential duties:
Gift entry and reporting
• Performs routine data entry including recording donations and creating/maintaining constituent records
• Notifies gift officers of contributions
• Updates and maintains accurate standard reports weekly including the income statement and fundraising gifts
• Collaborates with Accounts Receivable Staff Accountant to ensure that financial contributions are coded correctly to the General Ledger, and that General Ledger reports and database reports match monthly
• Drafts departmental correspondence
• Regularly updates departmental policies and procedures manuals
• Prepares and sends pledge reminders
• Creates and regularly produces standard reports and smart queries for department and senior leadership
• Designs, tests, analyzes, and maintains accurate database reports
Database management
• Examines and cleanses current data records routinely to ensure data accuracy, including eliminating duplicate records and reconciling inconsistent data entry
• Provides regular updates and maintenance to web-based database functions (both public-facing and back-end functionality)
• Utilizes control/code table maintenance in the database, including managing appeals, funds, campaigns, and other system coding
• Coordinates the use of database functions to ensure integration with other existing and planned systems in alignment with best practices for the organization at-large, and in collaboration with the organizations Database Manager
• Coordinates with Development, Membership, Database Manager, and Accounting to ensure that Museum database standards are maintained across all sites
Administrative functions
• Drafts, regularly updates, and customizes acknowledgement letters for donors
• Drafts internal and external departmental correspondence
• Tracks the progress of fundraising campaigns
• Assists fundraisers with collecting materials needed for solicitation or stewardship of donors
• Manages departmental budget processes including submitting purchase orders, submitting invoices for payment, reconciling credit cards, and providing tracking and reporting of expense budget
• Serves as the primary liaison between Development, Membership, and IT, managing all technology requests for the department
• Maintains office supply inventory and orders departmental supplies as needed
• Staffs department and company events as required
• Performs other duties as assigned
Qualifications:
Minimum
• Bachelors degree or equivalent work experience
• At least one year of database experience in a non-profit organization or sales organization that utilizes Salesforce
• Demonstrates the highest attention to detail possible, accuracy, and thoroughness in approach to a task
• Possess critical thinking skills and demonstrates the ability to analyze data to inform decision-making
• Must be a self-motivated team player who possesses problem-solving skills and the ability to work autonomously, handle multiple tasks, meet deadlines, and work well under pressure
• Responds promptly to all needs, inquiries and requests for assistance
• Committed to the accuracy and integrity of the database
• Writes clearly and informatively. Proofreads work
• Excellent communication skills, both written and verbal
• Ability to work both as a team member and autonomously in a fast-paced, deadline-driven, results-oriented environment
• Identifies and resolves problems in a timely manner. Meets challenges with resourcefulness
• Displays a team player attitude and upholds the core values of Discovery Place
• Ability to work some nights and weekends as required for departmental/institutional events
• Follows policies and procedures; completes administrative tasks correctly and on time
• Assists in achieving department goals and objectives
• Provides excellent customer service to donor inquiries
• Ability to work some nights and weekends, as required
• Ability to travel to Museum locations (Charlotte, Huntersville, Rockingham)
• Commitment to and enthusiasm for Discovery Places mission and lifelong learning
Preferred
• Proficiency in Altru, SalesForce or similar database
• Proficiency in Microsoft Office suite
• Looks for ways to improve and promote quality and efficiency
Physical requirements:
• Must be able to lift boxes up to 20 lbs.
• Must be able to drive or have transportation to our other Museum locations (Charlotte, Huntersville and Rockingham).
• Walking, standing, and sitting during the day at various locations.
