What are the responsibilities and job description for the Development Administrator position at Arrowmont School of Arts and Crafts?
Description
Position: Development Administrator
Reports to: Director of Advancement
Position Summary
Development Administrator is a key role to ensuring Arrowmont maintains best practices in data management, stewardship of current donors, and research of prospective donors. The primary responsibility of this role is to facilitate and lead all gift processing, acknowledgments, and data integrity for the Institutional Advancement team. The Administrator is responsible for growing and ensuring the viability of the database, maintenance of contributed income financial records, mailings, and donor communication.
The position reports to the Director of Advancement and works closely with the Director of Marketing. This position is full-time, year-round, benefits-eligible, and non-exempt.
Duties And Responsibilities
Gift & Record Management
Qualifications, Education, and Experience
Arrowmont is committed to creating an anti-racist, diverse, and inclusive workforce and work environment and is proud to be an equal opportunity employer. Arrowmont strongly encourages people of color, women, LGBTQ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics. Arrowmont is committed to compliance with all fair employment practices regarding citizenship and immigration status.
Position: Development Administrator
Reports to: Director of Advancement
Position Summary
Development Administrator is a key role to ensuring Arrowmont maintains best practices in data management, stewardship of current donors, and research of prospective donors. The primary responsibility of this role is to facilitate and lead all gift processing, acknowledgments, and data integrity for the Institutional Advancement team. The Administrator is responsible for growing and ensuring the viability of the database, maintenance of contributed income financial records, mailings, and donor communication.
The position reports to the Director of Advancement and works closely with the Director of Marketing. This position is full-time, year-round, benefits-eligible, and non-exempt.
Duties And Responsibilities
Gift & Record Management
- Daily process all gifts received across fundraising functions – annual giving, major gifts, events, campaigns, and special projects.
- Manage donor acknowledgment letter process including merging, proofing, and customizing letters, printing, and mailing.
- Maintains donor records, gift acknowledgments and receipts, and gift entries.
- Manage digitalization of donor records and organization of print documents including managing hard files.
- Manage matching and reoccurring gifts.
- Prepare gift updates and reports for the Director of Advancement, Chief Officer of Institutional Advancement, and Chief Executive Officer.
- Working closely with the finance department, reconcile financial reports with accounting monthly and participate in quarterly and annual gift audits.
- Manage invoicing and pledge reminders.
- Maintain excellent knowledge of Blackbaud NXT, improving skills and functionality with ongoing training.
- Work collaboratively across departments to ensure that constituent records are accurate.
- Maintain prospect database by data mining, tracking names captured at conferences, and other appropriate vehicles.
- Manage IA data entry to include appeals, attendance, actions, and other donor attributes.
- Manage database cleanup, as needed.
- Provide data support across the organization pulling lists for organizational communications (postcards, newsletters, emails), cultivation/stewardship efforts, and generate donor listings.
- Aid in updating, documenting, and implementing policies and procedures relevant to IA use of Blackbaud NXT.
- Handle ad-hoc interdepartmental data requests.
- Assist in data health processes.
- Manage annual fund campaigns, collaborating within the IA department to develop materials, provide regular reports, and track response rates.
- Work with Director of Advancement and Director of Marketing to develop, produce, and disseminate annual report.
- Regularly monitors metrics and analytics to support evaluation of communication effectiveness.
- Create presentations to report on key performance indicators.
- Provide general administrative support to the Director of Advancement.
- Participate in Institutional Advancement events, such as Friends of Arrowmont receptions during National Workshops, fundraisers, private donor and cultivation events, providing logistical support and managing reservations, invoicing, mailings, and reporting.
- Perform other related duties as assigned.
Qualifications, Education, and Experience
- Associate or Bachelor degree preferred, though experience outweighs degree.
- 1 to 2 years of related work or other experience in database management, administration, use of technology, and/or project management.
- Excellent computer skills and proficiency in Microsoft Word, Excel, and PowerPoint.
- Knowledge of CRM software, such as Blackbaud NXT, Salesforce, DonorPerfect, is a plus; dedication and willingness to learn required.
- 2 years experience at a nonprofit or arts organization is a plus.
- Strong research, writing, organizational, and interpersonal communication skills with demonstrated ability to multi-task and work collaboratively.
- Detail-oriented with the ability to set and meet deadlines, prioritizing duties effectively and efficiently.
- Ability to communicate accurately the vision, mission, and achievement of Arrowmont via its advancement, marketing, and communications activities.
- The intelligence, maturity, and sound judgment necessary for interacting with donors, prospects, board members, students, and all Arrowmont constituents and staff.
- Ability to work independently and manage multiple complex tasks simultaneously.
- The ability to work occasional evenings and weekends required.
- Committed to the mission of Arrowmont and arts education
- Reliable/dependable hard worker committed to the job
- Team player with ability to work across departmental lines
- Problem-solver with a “can do” attitude
- Positive and eager to learn
- This position requires travel and the ability to drive a car, is physically demanding and requires the team member to walk unaided up and down hills and over uneven terrain, bend, stoop, reach above their head, have use of fine and gross motor skills, and work in close quarters. The team member must have normal visual acuity at near and far distance with correction and hear the spoken word with correction. The team member must be fluent in English. This position demands frequent exposure to inclement weather.
- The team member is regularly required to sit and to work at a computer. The team member is frequently required to use hands to finger, handle, or touch objects, tools, or controls and to talk fluently. The employee must occasionally lift and/or move heavy objects or boxes.
Arrowmont is committed to creating an anti-racist, diverse, and inclusive workforce and work environment and is proud to be an equal opportunity employer. Arrowmont strongly encourages people of color, women, LGBTQ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other applicable legally protected characteristics. Arrowmont is committed to compliance with all fair employment practices regarding citizenship and immigration status.
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