Development Coordinator

Job Summary

The Development Coordinator works closely with the Development Director to keep campaigns on track and progressing; schedules meetings; prepares materials for major donor meetings and handles meeting follow-ups, including entering meeting notes into the database; enters, tracks and acknowledges gifts; develops accurate reporting for campaign; assists fundraisers in carrying out appropriate donor stewardship; works with the Development Director to manage campaign committees.

Reports To

Development Director

Essential Functions

• Process and acknowledge donations received from individuals, corporations, and other entities. Ensure proper recording and categorization of donations in the donor database and generate thank-you letters or receipts for donors.

• Properly document all campaign pledge forms in the donor database and with Finance Department.

• Maintain, review, cleanup and update the donor database, ensuring accurate and up-to-date information on donors, including contact details, giving history, and preferences.

• Use the database to generate reports and donor lists for fundraising campaigns.

• Assist in the planning, coordination, and execution of campaign fundraising events, including galas, auctions, donor recognition events, and other fundraising initiatives. Help with logistics, guest registration, event promotion, and follow-up activities.

• Conduct research on prospective donors and foundations to identify potential funding opportunities utilizing the internet, PR tolls and by mining the SFZA database. Gather information on donor interests, giving capacity, and philanthropic priorities to tailor fundraising strategies and approaches.

• Support the development team in generating reports and analysis related to campaign fundraising efforts, donor contributions, and campaign progress. Prepare regular reports for internal stakeholders, board members, and funding partners, highlighting key metrics and outcomes.

• Maintain a master campaign calendar to maximize cultivation events and keep campaign committees on track.

• Work closely with other members of the development team and communications staff to ensure a coordinated and cohesive approach to fundraising activities.

• Assist in cultivating and maintaining relationships with donors, ensuring timely and personalized communication, acknowledgment of contributions, and stewardship activities to foster long-term engagement and support. Which may include solicitation and donor contact.

• Act as a liaison between the development director and campaign staff and volunteers, facilitating seamless communication and collaboration. Coordinate meetings, prepare agendas, and assist in the preparation of fundraising materials. Support the major gifts officer as needed in preparing for donor meetings, tracking interactions, and coordinating donor stewardship and recognition.

• Involved in training campaign volunteers at the direction of the Development Director.

• Adhere to ethical fundraising practices and comply with relevant laws and regulations governing fundraising activities, donor privacy, and data management.

Competency

• Ability to cultivate and maintain positive relationships with donors, demonstrating strong interpersonal skills, active listening, and effective communication.
• Proficiency in managing donor databases, ensuring accurate and organized records, data entry, and generating reports for analysis and decision-making.
• Knowledge of fundraising principles, strategies, and best practices, including experience with donor identification, cultivation, solicitation, and stewardship.
• Demonstrated ability to support fundraising event logistics, including planning, coordination, volunteer management, and on-site event support.
• Excellent written and verbal communication skills, with the ability to create compelling communication materials, write thank-you letters, draft fundraising appeals, and effectively present information to diverse audiences.
• Strong research skills to identify and evaluate prospective donors, foundations, and funding opportunities, utilizing various resources and tools to gather relevant information.
• Meticulous attention to detail in gift processing, data entry, and reporting, ensuring accuracy, consistency, and compliance with organizational standards.
• Proven ability to work collaboratively within a team environment, supporting colleagues, sharing information, and contributing to the overall success of fundraising initiatives.
• Effective organizational skills, including the ability to prioritize tasks, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities in a fast-paced environment.
• Must be proficient with using Microsoft Office programs including Word, Excel, Publisher, PowerPoint, and Outlook.

Work Environment

This position is external facing in the community. This position requires meeting regularly with donors, corporate partners, trust officers, etc., but when at the SFZA, works primarily in an office setting. This position requires the ability to assist with special events and travel around locally and on SFZA grounds.

Physical Demands

• Works primarily in an office setting, however, sitting, standing, walking, climbing stairs, bending and stooping are required to organize and file documents and to set up rooms for meetings or events.
• Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal, and extensive reading.
• Ability to receive detailed information through oral communication (in person and via telephone), at normal speaking levels with or without correction.
• Expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken information to others in individual and small group settings.
• Hand and finger dexterity sufficient for typing and other administrative tasks.
• The employee is required to occasionally lift and/or carry up to 25 pounds.

Travel

Travel is required for meeting with donors, corporate sponsors, community leaders, vendors, and other offsite meetings. Most travel is local with occasional overnight travel for conferences, professional development opportunities, and donor meetings/fundraising events.

Required Education and Experience

• Undergraduate (or higher) degree in communications, public relations and/or management, non-profit administration, business administration or related field.

Preferred Education and Experience

• 2-3 years of experience in fundraising, development, or a related role within a non-profit organization

Additional Qualifications

• Must be able to work some SFZA events which could fall during evening or weekend hours.

• Must be able to meet with decision makers and donors outside of usual work schedule which may include before or after business hours or on weekends.

• Must have a valid driver’s license and be able to pass a pre-employment background check.

• Be willing to be TB tested annually (required for behind the scenes access).