Donor Relations Coordinator

SCHEDULE: Monday-Friday, 8:30 am – 5:00 pm (hybrid option)

LOCATION: 434 Harrison Ave, Boston MA

JOB DESCRIPTION:

SUMMARY OF THE POSITION:

Reporting to the Director of Development Systems, the Donor Relations Coordinator is responsible for the processing and acknowledgement of select gifts and pledges. In addition, the Donor Relations Coordinator will communicate on a regular basis with the Finance department, ensuring accurate transmittal of gifts and pledges. The Donor Relations Coordinator is a vital member of Pine Street Inn’s fundraising team, often the only point of contact a donor may have with Pine Street, and thus diligence and professionalism are of utmost importance.

REQUIREMENTS:

Required Education and Experience:

• Bachelor’s degree plus five to seven (5-7) years’ experience working in a non-profit development office
• Experience working with Raiser’s Edge
• Strong MS Office Suite skills

Preferred Education and Experience:

• Experience working in a human services environment
• Raiser’s Edge querying and reporting experience
• Luminate experience

KNOWLEDGE/EXPERIENCE:

• Database and data entry experience (Raiser’s Edge preferred)

• 5-7 years of administrative experience or equivalent

• Strong computer skills, including advanced features of Microsoft Word and Excel

• Exceptional data entry speed and accuracy

• Highly detail-oriented, with a critical degree of accuracy regarding data entry

• Excellent interpersonal, organizational, and problem-solving skills

• Ability to prioritize work and to perform multiple tasks simultaneously while adhering to deadlines

• Ability to deal with confidential data

• Comfortable with making decisions and judgments involving the proper entry, allocation and documentation of gifts and accurately match pledge payments to the correct pledges

• Ability to take responsibility, to work well as a team member and to work independently without supervision within the scope of normal duties and responsibilities.

• Ability to seek and use supervision for resolution of outstanding issues, including ability to escalate problems requiring more expert input
• Excellent written and verbal communication skills
• Excellent customer service skills, including timely written and verbal acknowledgements and follow-up

ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Gift Entry and Acknowledgements:

• Accurately enter the daily receipt of all unrestricted gifts of $5,000 or above, except where indicated, to include but not limited to: live checks/credit cards, online, and DAFs into Raiser’s Edge via Batch

• Accurately enter the daily receipt of all wires, all stock gifts, all pledges (other than matching gifts) and other special project (restricted) gifts via Batch

• Obtain and maintain proper backup for all gifts and pledges of $5,000 and above, for gift allocation and donor restrictions

• Gifts of $1,000 and above to go in donor (alpha) files
• Gifts of under $1,000 to go in chron file for 1 year, or as determined by Finance
• Copy documentation for gifts of $5,000 and above for “5K report” and for Media tab
• Copy documentation for restricted gifts for any amount
• Where appropriate, link gift to Proposal tab and mark “gift made”

• Produce gift and pledge acknowledgments with accuracy; work directly with Gift Officers for personalization and other special acknowledgments

• Create and maintain acknowledgement tracking system, to ensure that all gifts are being properly acknowledged within 10 days of receipt; report to Director of Development Systems any acknowledgements that cannot be mailed within 10 days.

• Monthly (or as appropriate) submit to Finance all information pertaining to the “5K report”

• Lead process for gift entry, acknowledgement, and RSVPs for all ticketed fundraising events

• Advanced troubleshooting for donor issues (gift on incorrect record, refunds, unidentified donors) and gift report issues (unable to balance, soft credits, incorrect campaign/fund/appeal); notify Director of Development Systems and Finance of any Adjustments

• Cross-train / provide back up as needed to Donor Relations Associate

Database Integrity

• Review and suggest changes to data entry procedures in order to minimize data reporting errors; use batch to enter gifts

• In conjunction with Director of Development Systems, merge and clean records as appropriate, including use of Address Accelerator and other resources, including but not limited to

• Donor listings / Anonymous
• Live signature (Lyndia list)
• Annotations
• Constituent codes
• Multiple contacts; contact types

Other Duties as assigned may include:

• Answer general Development inquiries (phone, email)

• Training and oversight of interns, co-ops, temps

• Event support

• Ensure that donor/prospect electronic and paper files are maintained in an accurate and timely fashion

• Research lost donors for new contact information and updating records with research

• Back up / support other areas as needed or as assigned

PSI Competencies to be Exercised:

Attention to Detail: Works in a conscientious, consistent and thorough manner. Demonstrates clear understanding of documentation requirements for role and maintains current accurate documentation. Reviews work and documentation for accuracy and thoroughness.

Multi-tasking: Plans and organizes own activities. Plans and organizes own activities to accomplish pre-determined tasks or projects. - Seeks clarity on priorities as needed. - Monitors the quality and timeliness of own work. Responsibly uses the resources at one's immediate disposal.

Client Focus: Provides service excellence to co-workers and/or external partners. Responds to needs in a timely, professional, helpful, and courteous manner. Consistently models appropriate behavior. Strives to consistently meet department goals and standards.