Donor Systems Specialist

POSITION SUMMARY

Under the direction of the Donor Systems Manager, the position is responsible for performing all tasks necessary for the computer input for a donor tracking system that supports an exciting fund-raising office for a nonprofit Hospital. Duties include maintaining donor records and posting contributions in Raiser’s Edge, as well as performing various duties that require initiative, discretion and independent judgment. This position involves contact by telephone and in person with donors, hospital and foundation boards of directors and hospital personnel at all levels.

ESSENTIAL JOB FUNCTIONS AND CORE RESPONSIBILITIES

• Adheres to the organization’s leadership principles.
• Assists the database manager by accurately inputting data for new accounts, account updates and the tracking of data.
• Assists with special events. Tracks and reports attendance for all Foundation events (more than 25 a year).
• Inputs appropriate special event information into donor records using Event module.
• Coordinate the processing and acknowledgment of all cash donations, pledges, stock gifts, credit card transactions and in-kind gifts. Work closely with Donor Systems Manager to develop and execute systems for processing 3,000 plus gifts a year – leading the accurate accounting and tracking/gift reporting operations.
• Coordinate the proper recognition and stewardship of gifts by maintaining an accurate list and gift registry.
• Coordinates birthday card stewardship program.
• Coordinates the direct mail - return mailing, including changes/deletes and mailing information back to mail house.
• Creates, updates, organizes and maintains information for donor records including the posting of Notes/Actions for up to five directors. Provides database service to staff regarding records, giving history, etc.
• Deals discreetly with large amounts of sensitive and confidential information concerning Foundation and Hospital affairs, information contained in letters and other documents.
• Demonstrates accountability by demonstrating ownership of duties, clearly understanding what they are accountable for and how it connects with others, by continuing to evaluate and improve workflow and processes, and by employing efficient project management to meet all objectives.
• Demonstrates an understanding that power is earned by resolving differences effectively, understanding that the team’s success is their success, and shows good judgment in determining the best decision process.
• Demonstrates intellectual honesty by seeking the full truth and multiple points of view on issues, operate with a high level of honesty, and uses information for effective decision making and project completion.
• Helps others become successful by actively and consistently supporting teammates, respecting others equally, and focusing on facts and logic rather than emotions.
• Maintains filing systems, including proper labeling, cross referencing, and archiving as necessary in a timely fashion.
• Makes communications a priority by demonstrating effective communication with others, understands the complex operation of the Foundation/Volunteer operation, and takes advantage of opportunities to ask questions, seek guidance and communicate with others.
• Participates in the coordination and oversight of clerical work performed by volunteers.
• Performs other duties as assigned.
• Prepares gift reports for Foundation staff.
• Prepares numerous standard reports (i.e., mailings lists and daily census). Serves as key back up for Donor System Manager.
• Prepares standard and special request acknowledgement letters, within 72 hours of receipt, using the Raisers Edge merge function.
• Processes monthly credit card pledge payments, deposits and any reimbursements including those for various special events.
• Provides support for all fundraising programs by maintaining mailing lists, queries, mergers, reports and other support materials as needed.
• Responsible for understanding and participating in any organization-wide programs through orientation education; departmental and interdepartmental quality control; quality improvement; and quality planning activities and in-servicing Foundation staff as needed.
• Shares in clean-up of conference room, coffee area, and other general housekeeping duties, such as watering the office plants.
• Support the PIH program by maintaining the membership categories of giving clubs and societies.
• Work with Donor Systems Manager to keep thank you letters and acknowledgements updated on a regular basis.

Education Minimum (Required) High School Diploma Preferred (Not required) Bachelor's Degree or equivalent preferred Work Experience Minimum (Required) Minimum one-year recent database experience required with a strong interest working with databases and a highly developed understanding of databases systems including report design and queries.