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Foundation Administrative Assistant

Company: Hospice and Francis
Location: Melbourne
Posted on: November 17, 2021

Job Description:

JOB SUMMARY:

Under the direction of the Director of Operations, the Foundation Administrative Assistant provides overall administrative support for projects, programs, and systems associated with the Foundation's philanthropy plan of action. She/he serves as the primary source of reception for callers and visitors. She/he assists with maintaining systems to record and report on revenue, annual reporting of donors and gifts, etc. Under the direction of the Director of Operations, the Foundation Administrative Assistant is responsible for data entry of gifts, production of acknowledgements, and a wide range of gift reports. She/he produces reports on donors, and produces comprehensive lists for direct mail appeals, informational mailings, events, and other projects. The Foundation Administrative Assistant also assists in coordinating special events, receptions, and records all pertinent information for event planning, gift entry and acknowledgement and event analysis.

REPORTS TO: Director of Operations

EDUCATION AND/OR TRAINING REQUIRED: Associates degree required Bachelor's degree in a relevant field is preferred.

CERTIFICATIONS/LICENSES REQUIRED:

Unrestricted State of Florida driver's license. Automobile Insurance.

EXPERIENCE/SPECIFIC SKILLS AND ABILITIES REQUIRED:

A minimum of three years of administrative experience using databases. Experience with Microsoft Office required, Blackbaud Raiser's Edge and other Blackbaud programs preferred, as is experience in philanthropy programs. The Foundation Administrative Assistant must possess strong customer relations, written and verbal communication skills, attention to detail, and ability to work independently, prioritize work, perform multiple tasks simultaneously while adhering to deadlines, as outlined in the primary responsibilities below.

PRIMARY RESPONSIBILITIES:

  • Assist with office operations and develop/maintain administrative systems that support projects, programs, and activities identified in the strategic action plan, gift and donor information management.
  • Maintain all donor and prospective donor information in Raiser's Edge NXT, processing all gifts, creating timely gift acknowledgments, and maintaining donor records related to giving, communication preferences, contact information, etc.
  • Provide organizational leadership with fundraising reports and analysis to inform decision making and moves management.
  • Produce lists for direct mail appeals, informational mailings, events, and projects.
  • Create usable and accurate queries and reports.
  • Provide research about current and prospective donors.
  • Helps to coordinate special events, receptions, and keep detailed records on event planning and post-event analysis.
  • Performs other duties as assigned.

    KNOWLEDGE, SKILLS, AND ABILITIES:

    • Experience and ability to use technology, word processing, spreadsheets, internet, etc.
    • Proficiency in all Microsoft Outlook programs, with a demonstrated working knowledge of Excel and databases
    • An understanding of social services and older adults needs, and enrichment, preferred. An understanding of, and appreciation for, the nature and value of a public, non-profit organization.

      STANDARDS OF PERFORMANCE:

      • Accurately process the daily receipt of gift checks, online gifts, monthly gifts and new pledges into Raiser's Edge.
      • Process gift and pledge acknowledgements with accuracy and within 48 hours of receipt of gift. Verify and research payments against pledges for proper allocation. Obtain and maintain proper backup for all gifts and pledges.
      • Maintain office operations and administrative systems that support projects, programs, and activities identified in the strategic action plan.
      • Maintain Raiser's Edge system files on donor/prospects, including integrity of information, data entry, and use of data for a variety of purposes.
      • Assist with implantation of a robust annual giving program of direct mail solicitations, memorial tiles, and events that demonstrate growth in revenue and donors over time.
      • Provides support for the Foundation Team in a variety of administrative and project/content management way.

Keywords: Hospice and Francis, Melbourne , Foundation Administrative Assistant, Administration, Clerical , Melbourne, Florida

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