Development Services Assistant

The Development Services Assistant is responsible for primarily assisting both Specialist roles in Dev Services. Assigned roles will include year-round attention to database clean-up projects, customer service requests, fundraising event support, and basic constituent/gift entry. This position will be especially integral to the success of the department during the holiday season (October 1 - January 31).

Competencies:

• Accountability: reliable, honest, and transparent; regularly makes commitments and takes ownership of responsibilities. 
• Effective Communication: conveys information clearly, with respect and integrity, using a professional manner and the appropriate means and channels for audience and subject matter.  
• Agility: maintains efficiency in a changing work environment; adjusts effectively to work within new work structures, processes, requirements, or cultures. 
• Quality: Work is organized, accurate and neat. The employee displays a commitment to excellence, checks work and learns from mistakes and seeks feedback to improve quality as needed. 
• Engagement: contributes to the success of the organization by embracing teamwork, taking initiative on tasks and problem-resolution, and seeking out learning opportunities.  

Essential Duties and Responsibilities: 

Database Maintenance and Clean-up (40%)

• Constituent primary address NCOA updates. Lists provided after each Allegiance direct mail initiative (~15 mailings/year).  
• Adding solicit codes to RE records and Allegiance suppression lists per donor requests made via phone call, email, etc.
• Aid Dev Services Specialists in checking the accuracy of committed gift entry batches and adding soft credit, tribute data, etc. after initial keying.
• Creating new constituent records with a focus on records that are needed for immediate gift entry (i.e. BOLOs, DAFs, and Honoree/Memorials).
• Participant entry in RE Events Module for Development fundraising event attendee RSVPs.
• Scanning, uploading, and filing (digital & paper) gift back-up documents with a focus on donations 5k+
• Help in identifying and merging duplicate constituent records in database.
• Amend new and existing addressee/salutations on constituent records consistent following the standard set by current best practices and departmental policies.

Customer Service and Donor Relations (40%)

• Outreach to Square Meal Society (SMS) members whose donation may be in jeopardy of lapsing due to credit card related maintenance.
• Re-issue returned physical mail to donors after researching and updating an accurate primary mailing address.
• Monitor Development Office supplies inventory (i.e. mailing envelopes, response devices, tribute cards, swag, etc.)
• Fulfill donor/gift requests requiring specialized care including but not limited to memorial/honoree tributes, planned giving bequests, stock gift transfers, and ACH/Wire instructions.
• Address general donor inquiries via phone and email regarding donations, website troubleshooting, and document these interactions in RE to share with Development staff.
• Create and review gift processing processes (SOP’s) and recommend new ways to increase efficiency and effectiveness.

Other Functions (20%)

• **Work 29 hours during holiday season (October 1 - January 31).
• Support Development programs and activities (specifically 6abc telethon, Zarwin Baum, and any other fundraising initiatives taken on by the department).
• Assist Director of Development Services in pulling batch data at the request of Philabundance’s annual financial auditors.
• Other duties as assigned.

Educational Achievement:

• High School Diploma or GED a plus. Additional formal education is preferred.

Qualifications

Skills/Knowledge/Experience:

• Minimum of one year of administrative experience, preferably in non-profits.

Raiser’s Edge experience preferred.  Advanced Microsoft Office proficiency, especially

in Excel, is desired, and ability to learn and use computer software as necessary. 

• Demonstrate a proactive approach and a professional, enthusiastic, and positive

attitude.

• Exceptionally well-organized and a proven track record of being detail-oriented.
• Ability to work independently, as well as part of a team.
• Willingness to work evenings and weekends as events require.

Physical Requirements, Frequency of Tasks:

• Must occasionally lift and/or move up to 20 pounds.
• Occasional prolonged and irregular hours will be necessary.

Working environment:

• Work hours will be in-person onsite at GX unless told otherwise.
• Typical office environment.  May occasionally work outdoors in preparation for and attendance at special events.
• The noise level in the work environment is usually moderate.