Donor Systems Coordinator

Role: Donor Systems Coordinator

Reports to: Director of Development

Location: Administration Office

Hours: Regular Part Time (30 hours/week)

Pay: $21.00-$22.30 per hour depending on experience

Status: Non-exempt (hourly)

BGCH Benefits 

Discover why BGCH is the latest Best Place to Work in Hawaii: 

• Lots of opportunities to grow! 
• Community: work with inspiring and awesome co-workers. This is rated as the #1 reason BGCH employees love working at BGCH!
• Purpose: An opportunity to make the world a better place for those youth who need us the most!
• Paid Time Off and Birthday Holiday
• Up to 17 Paid Holidays a year!
• 100% employer-paid medical, dental, and vision insurance (over 20 hours). Discounts are offered for your family too (employee to pay).
• Pension with an 8% match of your salary (after working a designated number of hours).
• Employee Assistance Program
• Amazon Gift Card for your Anniversary! And a Starbucks Gift Card every year to buy a treat for your Birthday!
• BGCH Fun Days to be celebrated with your Club/department!
• BGCH is committed to Investing in Your professional Development!

About BGCH

The mission of Boys & Girls Clubs of Hawaii is to enable all young people, especially those who need us most, to reach their full potential as productive, caring, responsible citizens. The after-school hours have become a critical time for youth – a time when many children in our communities are left to fend for themselves without positive adult supervision. We provide a safe place filled with hope and opportunity, ongoing relationships with caring adult mentors, and enriching programs.

Overview of the role:
The Donor Systems Coordinator is a critical member of our Development team and collaborates regularly with the Accounting team and Clubhouse sites.  The Donor Systems Coordinator has the critical responsibility of ensuring the donor database is updated regularly to maintain accurate donor information for the Development team, so that BGCH’s valued supporters are appropriately segmented and acknowledged in a timely manner.  This role integrates Accounts Receivable duties as it focuses on processing all types of donations and pledge payments.  The role requires consistent coordination with the accounting team to ensure accuracy, compliance with policies and reconciliation with BGCH’s accounting system.  The Donor Systems Coordinator receives and investigates donor gifts, pledge payments, fundraising revenue and other donor related payments to enter into the donor database and provide batch information for Accounting to record. 

This role is responsible for processing confidential documentation including, but not limited to, the computerized records of financial and in-kind donors, personal and corporate checks, and other personal information. The DSC must manage multiple projects effectively, meet required timelines, and have superb attention to detail.

Who you are

• On your resume. High school graduate.  Post-secondary education in accounting or database management, or related work experience is preferred.
  
• At least one year of experience in Accounts Receivable, and/or Donor Database or other Data Entry Specialist.
  

• Willing to learn how to be customer-service and people-focused when doing tasks.
  
• Highly organized and detail-oriented. You enjoy the donor receivable process and you can quickly analyze and input information, double-checking your work.
  
• Takes pride in accuracy when it comes to collecting and inputting data and running reports.
  
• Possess strong attention to detail and a dedicated work ethic. Both of which will assist in greatly in preparing and processing deposit schedules, donor billing, and credit card processing.
  
• Commitment to maintaining data integrity through thorough research, record reconciliation, and resolution of duplicate or inaccurate entries.
  
• Proven ability to consistently produce accurate and timely work.
  
• Work and communicate well with others. Working with the team, develop collaborative relationships internally and externally to communicate and resolve issues related to assigned accounts.
  
• Deliver reliable and accurate donor and financial reporting to the leadership teams, but have the ability to ask for support when needed.
  

• Ability to multi-task and meet required timelines without the need for day-to-day supervision of the responsibilities of the position.
  
• Work well under pressure with periodic heavy workloads.
  
• Proficiency in Microsoft Office Suite. 
  
• Non-profit experience using a donor database such as Bloomerang is preferred.
  
• Take ownership of the donor database and are proud of having a system that is current, reliable, and updated.
  
• Act fast and process checks and payments within 48 hours of receiving them and process them through the proper channels.
  
• Prepare and distribute thank-you letters promptly for the leadership team to review, sign, and print 
  

• Collaborative team player with strong communication skills. Able to ask clarifying questions when needed and maintain a friendly, approachable, and helpful demeanor. Represents BGCH professionally in all interactions.
  
• Must pass a background check, drug screening, and complete all applicable pre-employment requirements to meet organizational standards.
  

What you’ll do

• Oversee and manage all aspects of the donor database, including data entry and coding on records for prospects and donors, gift processing, credit card declines, acknowledgments, recognition and stewardship, pledge reminders, password upkeep of different sites, prospect tracking and report generation.
  
• Responsible for the process of entering/checking daily batches into donor management software (currently Bloomerang). 
  
• Responsible for processing any donation-related adjustments within the donor management system (currently Bloomerang). 
  
• Responsible for processing donation checks that come in through the mail
  
• Enter all non-monetary and monetary gifts received in a timely manner while maintaining the integrity and timeliness of the gift process.
  
• Process daily gift batches and thank you letters in a timely and accurate fashion to the accounting department in order to adhere to the 48-hour turnaround standard for receipting/acknowledgment.
  
• Establish new fundraising reports as needed and with management input, and adapt ongoing reports to track giving levels, renewal rates, pledge collection deadlines, recurring gifts, and other data for ongoing and campaign donors.
  
• Prepare bi-weekly and monthly reports as needed to report to the Clubhouses their progress on fundraising goals.
  
• Develop policies and procedures to assure the accuracy, quality, and consistency of constituent information, gifts, and records.
  
• Troubleshoot problems, improve overall processes, and ensure deadlines can be met even during periods of heavy gift volume. Complete tasks on time and within the required timeframes.
  
• Maintain accuracy of the donor database (currently Bloomerang) continuously, periodically conduct a systemic review of records to eliminate duplicates, update address changes, retire deceased donors and update all pertinent donor information.
  

• Develop and maintain an organized system of processing payments which includes maintaining an organized work area. This includes establishing confidential and proprietary documentation (like credit card information, checks, etc.) at all times.
  
• Ensure confidentiality of all corporate information as appropriate.
  

• Manage online giving systems and ensure donations are matched with accounting and properly acknowledged – including donations from Stripe, QGiv, Benevity, etc. 
  
• Provide consistent, periodic pledge payments and new pledge reports to accounting.
  

• Work with Director of Development to respond to donor inquiries, and complaints, via phone, email, or letter, including problems with checks, credit cards, EFT, and stock gifts in a timely manner (no later than 48 hours from receipt).
  
• Receive, process, and organize auction item donations for various fundraising events.
  

• As workflow and time allow, assist Development team fundraising efforts with additional special events and marketing as needed.
  

• Lead and model collaborative and supportive behaviors between and among all BGCH business entities.
  

BGCH Values

To be a Part of BGCH culture, employees must be able to embrace and embody the following key values:

• Kindness and Aloha,
• Integrity and Trust,
• Highest Potential,
• Diversity, Fairness, and Inclusion
• Growth Mindset. 

1. You approach obstacles and challenges with Kindness and Aloha; this includes being patient and positive when working with others.
2. You make decisions and choices with Integrity in everything that you do (especially when no one is looking).
3. You work towards your own and your members’ Highest Potential at work. This includes working with your supervisor and coworkers in a collaborative and constructive way.
4. A culture of Diversity, Fairness, and Inclusion, is everyone's kuleana (responsibility). In a diverse, fair, and inclusive culture, everyone can be themselves and experience the full richness of the organization as no one feels the need to suppress who they are.
5. A Growth Mindset means embracing a mindset that encompasses innovation, creativity, learning, collaboration, and being open to new, uncomfortable ideas and opinions different than your own, if it means doing things more efficiently or better.

Your application

We’re excited to hear from you! Fill out the application and upload your resume. We would love to hear how you would be a great fit for the BGCH Team. 

Equal Employment Opportunity

Equal Employment Opportunity is at the foundation of the Boys & Girls Club of Hawaii philosophy and policies. While there are laws governing the treatment of applicants and employees, BGCH is fully committed to following Equal Employment Opportunity because it is the right thing to do.

It is BGCH’s policy to employ qualified people without regard to race, color, religion, sex, including gender identity or expression, age, ancestry, national origin, citizenship, marital status, civil union status, disability, genetic information, sexual orientation, arrest or court record, credit history, veteran’s status, reproductive health decision, domestic violence, sexual violence or stalking victim status, reproductive health decision, or any other characteristic protected under federal or state law. This policy applies to all aspects of employment including but not limited to, recruitment, hiring, placement, training, promotion, compensation, benefits, transfers, layoffs, recalls, leaves of absence, discipline, and termination.

Salary : $21 - $22