What are the responsibilities and job description for the Administrative and Donor Data Specialist-NE_Development Department-262 position at The Salvation Army?
About this opportunity :
Provides executive-level assistance to the Divisional Development Director responsible for all administrative detail.
Responsibilities include :
Performs high-level office and complex administrative support duties; understands the role, responsibilities and processes of the Communications / Marketing, Planned Giving and Resource Development Department, supports specialized projects for the CRD Department.
Evaluates deadlines and plans, coordinates, and administers a variety of details associated with projects and functions unique to the development department including conducting research, extracting data from appropriate relational databases, preparing production reports and spreadsheets,
Responds to and initiates inquiries, answers questions, and independently resolves problems whenever feasible.
Serves as communication, recordkeeping and reporting liaison between the field offices, Divisional Headquarters CRD Department, Territorial Headquarters and National Headquarters.
Monitors, tracks, reconciles donations and trains users in the day-to-day operations and maintenance of all implemented territorial donor databases.
Generates routine and special donor activity reports.
Assists in the development and implementation of best practices and processes for receiving check donations.
Ensures all donations are received, immediately deposited and are acknowledged in a timely manner; responds to donor questions and database errors appropriately.
Prepares and / or types a wide variety of professional-level paperwork including that of a confidential, complex, and / or technical nature with limited supervision and direction ensures receipt, updates, and maintains monthly production reports; records minutes of meetings when requested and distributes the same to all those concerned.
Receives data regarding each marketing campaign.
Creates, uses, and maintains advanced-level Excel spreadsheets and reports gathered from various sources.
Maintains open communication with office staff and supervisors.
Receives, prioritizes, summarizes and submits Divisional Finance Board requests
Responds to e-mail and correspondence as necessary in the absences of the Divisional Development Director.
Receives, sorts, collates, and distributes mail for assigned staff in an accurate and timely manner.
Maintains schedule of events, travel dates and absences for assigned staff to ensure the DHQ Receptionist and other staff are advised of availability.
Performs a variety of administrative work associated with special projects.
Performs tasks to assist the Divisional Development Director with presentations to Divisional Finance Board, Advisory Board, divisional training attendees, department meetings, etc.
Serves as a liaison for other departments seeking information or services from the department head.
Reviews and uploads expenses for development department.
Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents.
Compiles information for booklets, kits, notebooks, etc. for distribution to potential Advisory Board members.
Answers telephone in a courteous and tactful manner.
Serves as the expert in the Territorial Constituent Relationship Management database for offline and online fundraising
Monitors, tracks and researches donation activity in established donor databases
Serves as a point of contact to donors who have questions regarding their donation
Performs data entry and data integrity review functions; responds to donor questions
Generates donor activity reports and other special reports as requested by the supervisor, Commanding Officer or Divisional Development Director
Assists field offices in the review of donation reports.
Recommends policy and process improvements to ensure timely movement of check donation deposits.
What we are looking for in you :
Two-year degree or college coursework, supplemented by secretarial courses from a technical or vocational school preferred,
Four years’ experience operating / maintaining a donor management system or similar database system or performing advanced level and / or executive level administrative work in a high volume office involving working with database systems
Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Physical Requirements and Working Conditions :
Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. Occasional driving is required for this position. Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.
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