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  • Full Time
  • St. Louis City
  • Applications have closed
  • Salary: 45,000 to 50,000
  • Organization Type: Human/Social Services

World Pediatric Project

Purpose and Scope of Job:

The Development Coordinator is a key member of the development team responsible for the special event, administrative, and operational support of the St. Louis development team.  This role primarily will support special and third-party events and is also responsible for processing and acknowledging gifts to WPP in a timely manner, providing frontline customer service to WPP constituents and supporting the team’s administrative needs.

Essential Functions:

Special Events Support

·       Assist the team in all special event-related duties of the organization

·       Coordinate logistics and operations of events for 10 to 500+ people, including but not limited to: managing contracts, ordering food and drinks, coordinating vendors, serving as day-of contact for vendors and internal staff, set up and break down the event as needed, manage registration processes, and event problem solving from the start through the finish of the events

·       Set up and data entry in the event registration and auction software; manage event sponsorship and auction tracking

·       Reconcile event software data with donor database and generate post-event reports

·       Confirm, invoice and assist with sponsor stewardship, collect the sponsorship receivables for events

·       Attend and participate in event committee meetings to set up and take notes, as requested and needed

·       Secure, track, and manage auction items for events to reach auction revenue goals

·       Attend and work the WPP events and third-party events, which are typically outside the WPP standard business hours

Database Management and Donor Relations

•       Maintain oversight of the development database and event auction software, to include but not limited to functions of: accurate constituent entry, regular upkeep and detailed reporting, ensure donor database is utilized efficiently and effectively

•       Process donations: gift and other entry into donor database, preparing deposits, processing credit cards, and creating and maintaining accurate donor records

•       Create gift acknowledgements, tax receipts and other forms of donor acknowledgements as required in a timely manner

•       Set up templates in donor database

•       Assist with production of mailed pieces

•       Create mailing lists, pull reports, and merge data in Excel

Volunteer Management

·       Help recruit and manage in-office volunteers for the Development team

·       Help recruit and manage volunteers for special events

Office Management

•       Manage all incoming phone calls and greet visitors to the WPP office space

•       Provide superior customer service to ensure all office visitors and WPP constituents feel welcomed and valued

•       Receive and distribute mail on a daily basis

•       Responsible for the overall office organization, including but not limited to processing bills and preparing invoices, and office supply procurement of other WPP materials

Development Board and Executive Support:

•       Responsible for preparing and maintaining all Development board-related materials and binders

•       Keep all tax letters, board and committee documents up-to-date

•       Attend board meetings and take meeting minutes

•       Other duties as assigned

Success Factors:

·       Strong interpersonal communication and customer service skills, both verbal and written; via phone, in-person and in written correspondence

·       Highly organized, detail-oriented and dedicated to accuracy

·       Ability to work on multiple projects concurrently and productively under pressure

·       Work independently and effectively across the organization with key stakeholders of all types

·       Trustworthy in handling confidential materials

·       Skilled and confident with technology, including but not limited to Microsoft Suite (Word, Excel, PowerPoint, Publisher, Outlook), donor management database, auction software, etc.

·       Willing to perform other reasonable duties as assigned

Embracing & Managing Change:

·       Adaptable to a constantly changing environment

·       Initiate new ideas and improve efficiencies for the development team

·       Embrace a team mentality and work with others to achieve goals

·       Work with the team to help implement new growth strategies

Qualifications:

·       Strong project management, analytical, and organizational skills with ability to manage multiple projects and events at the same time; determine top priorities, work autonomously, and achieve deadlines

·       Minimum of a Bachelor’s degree is preferred

·       Minimum of one to two (1-2) years of relevant experience in special events, administrative support and/or in a customer service role, in a fast-paced, entrepreneurial environment (nonprofit industry preferred)

·       Prior experience in CRM or donor database management desired

·       Proven collaborative experience being a part of a team and volunteer base

·       High energy and passion for philanthropy with and for a mission-based organization

Work Environment:

·       Office setting, with out-of-office work for special events, meetings, and other required development activities

·       Once training is completed, position may allow combination of in-office and remote work, determined by the direct manager

·       Evening and weekend hours as needed with periodic special events and meetings

·       Local travel is essential; domestic (infrequent) travel as required

Physical Requirements:

·       Must be able to drive on a regular basis; must have and maintain an incident-free driving record

·       Must be able to lift 40 pounds without assistance

Application Information:

To apply send resumes to Hannah Vitkus at hvitkusgoo@onedigital.com