What are the responsibilities and job description for the Fundraising Gift Administrator (Data Entry Specialist) position at Thornwell?
The fundraising gift administrator plays a crucial role in managing donor contributions and maintaining accurate records. The purpose of the role is to enter data accurately and efficiently into donor records. To provide in a timely manner, regular, and special reports as requested by your supervisor. To encourage and facilitate a positive relationship between Thornwell and its supporters.
HOW JOB IS MEASURED:
HOW JOB IS MEASURED:
- Effectiveness in organizing and entering donor information.
- Timeliness of donor stewardship mailings and gift acknowledgements.
- Accuracy and completeness of digital and paper files.
- Timeliness and quality of requested reports.
- Taking initiative to improve information systems.
- Quality of donor relations work aligned with job metrics.
KEY RESPONSIBILITIES:
- Gift Processing: Accurately enter and process donations (cash, credit card, check, stock, pledge payments, in-kind gifts) and pledges. Ensure donor files are updated, organized, and accurate.
- Donor Record Maintenance: Update donor information, such as contact details, change-of-address records, deceased updates, and donation history in the database.
- Acknowledgment Letters: Promptly generate and send thank-you letters or receipts to donors (within 72 hours of gift receipt).
- Database Management: Perform regular data cleanup, manage CRM tasks, and ensure database integrity. Enter advancement tasks as per the stewardship matrix.
- Reporting: Generate and review weekly gift reports for accuracy. Create monthly and other recurring reports, including cover letters when necessary.
- Reconciliation: As required, work with the business office to reconcile donations, credit card payments, and donor-giving requests.
- Donor Stewardship: Draft or edit annual acknowledgment letters and tribute cards. Collaborate on outreach efforts with the board of trustees. Maintain updated donor information. Generate first-time donor stewardship responses.
- Project Assistance: Support fundraising campaigns, strategic initiatives, and special projects, coordinating tasks and tracking progress. Assist with in-house mailings and scheduling.
- Compliance: Ensure gift processing adheres to IRS regulations and organizational policies.
- Planning and Preparation: Proactively assess workload 6–8 weeks in advance to prepare for seasonal changes, supply needs, and data entry demands.
- Administrative Support: Provide administrative assistance to department staff, manage trustee reporting, prepare agendas, order supplies, and maintain digital and paper file storage.
- Event and Meeting Support: Assist in fundraising events, manage meeting notes for division and department meetings, and handle scheduling as requested.
- Team Collaboration: Support other departments with donor-related data and aid in fundraising activities. Build and pull mailing lists as needed.
- Continuing Education: Attend at least 20 hours of professional development programs annually to maintain expertise in procedures and systems.
- Confidentiality: Maintain donor privacy and data security at all times.
- Other Duties: Perform additional tasks as assigned by the supervisor.
DESIRED SKILLS AND CHARACTERISTICS
- Experience with donor relations and fundraising practices is a plus.
- Fundraising or similar database experience (ex: medical billing and processing, data entry with analysis)
- Critical degree of data entry accuracy
- Attention to detail
- Working knowledge of databases and/or accounting software
- PC skills with proficiency in Microsoft Office Suite
- Able to identify inefficient and ineffective processes and implement improvements
- Excellent verbal and written communication skills
- Positive, enthusiastic attitude
- Polished, professional appearance
- Ability to work well with others
- Ability to multi-task
- Strong organizational and time management skills
QUALIFICATIONS:
- Must have 3 or more years of hands-on experience working with computer technology in the areas of word-processing, spreadsheet, and data-entry applications.
- Excellent organizational skills required.
- Must be able to interact with people in a courteous and warm manner in person or by telephone.
Christian Commitment:
Thornwell is an independent non-profit religious organization affiliated with the Presbyterian Church (U.S.A.) and prefers to employ individuals who are Christians and who possess a Christian commitment, as well as concern, for children and families in need.
