Fundraising Operations Assistant

Summary:  Provides data entry, maintenance of donation and donor information records and related reporting. Supports related fundraising operation activities, as well as donor acknowledgement, gift fulfillment, daily reporting, and customer service to internal and external parties. Supports various functions of the Institutional Advancement Division as a member of the gift processing team.

Essential Duties and Responsibilities:

• Processes all donor gifts (memberships, donations, events, corporate, matching, and major gifts) and ensures accurate acknowledgement in a timely manner.
• Generates and fulfills gift acknowledgements and membership packets by merging, editing, and printing documents and preparing for mailing.
• Performs constituent record data entry and maintenance, including address updates, interest coding, and deceased record updates.
• Assists with contributions deposit and funds receipt verification, preparation of donation batches for entry, and daily reconciliation reports.
• Processes NetCommunity online transactions.
• Assists with EFT/ACH operations and Matching Gifts program processes.
• Provides customer service to a diverse set of audiences (i.e., intra/inter-divisional staff, donors, volunteers, visitors, and vendors).
• Performs quality control checks of work, makes edits and corrections to work, and identifies and promptly reports issues and proposed improvements in data processing and operations procedures.
• Monitors supply and material levels and revision needs.
• Participates in and contributes to the development and implementation of the team’s annual plan, goals, and objectives.
• Upholds donor confidentiality and adhere to policies (i.e., Cash Handling procedures, PCI Compliance requirements, IA Confidentiality statement, IA Colleague agreement, and the AFP Donor Bill of Rights).
• Adheres to all applicable safety standards and reports all accidents, injuries, and near-miss accidents immediately to supervisor and/or safety and security staff.
• Works with, provides guidance to, and serves as a resource for volunteers and interns assisting with operations tasks. Provides additional support related to volunteers as directed.
• Behave & communicate in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• Performs other duties as assigned

Supervisory Responsibilities:  None

Competencies:

• Customer Service Orientation – Responds promptly to the needs of internal/external requesting parties; Meets commitments; Focuses on solving conflict, not blaming (applies to donors, public, and colleagues); Maintains confidentiality; Remains open to others’ ideas; Demonstrates a positive demeanor when interacting with both internal and external audiences.
• Attendance/Punctuality – Is consistently at work and on time; Proactively identifies and trains back up support and ensures work responsibilities are covered when absent; Arrives at meetings and appointments prepared and on time.
• Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
• Quality – Demonstrates accuracy and thoroughness and is attentive to detail; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality; Analytical ability to observe patterns and interruptions in them.
• Team Work – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed; Recognizes accomplishments of other team members.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and secures clarification; Responds well to questions; Participates in meetings, as required.
• Written Communication – Writes clearly and informatively, using correct spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.
• Interpersonal – Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things; Seeks out others and is collaborative.
• Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Accepts responsibility for own actions; Follows through on commitments; Interacts with colleagues and donors in a respectful and constructive manner without escalating to conflict or blame; Navigates appropriate operating and communication channels and follows protocol and procedure as written/directed.
• Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Qualifications/Experience:

• One to two (1-2) years of data entry in a fundraising office or similar setting required, preferably with Raiser’s Edge or similar constituent management system.
• Demonstrated ability to provide customer service via telephone, email, and in-person required.
• Demonstrated ability to write and prepare business correspondence required.
• Strong organizational, time management and problem solving skills required.
• Adaptability and flexibility to handle changing demands and periods of high volume required.
• Ability to evaluate and edit the content, structure, and format of a range of written materials and publications.
• Must be punctual, dependable, collaborative, and comfortable working in a team setting.
• Ability to focus at a monitor on detailed projects for long periods of time while sitting.
• Ability to read and comprehend instructions and information to effectively execute and achieve results.
• Ability to successfully prioritize and manage multiple tasks and maintain a high level of accuracy.
• Scheduling flexibility that allows working occasional evenings, weekends, and holidays required.

The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• One to two (1-2) years of college-level education or experience in Business, Communications, Nonprofit Management, or related field preferred.
• S. diploma or equivalent required.
• An equivalent combination of skills, education and experience may be considered.

Computer Skills:

• Experience with Raiser’s Edge or similar constituent database.
• Experience using Microsoft Outlook and Microsoft Office Suite, with particular emphasis on expertise in Word and Excel.

Other Skills and Abilities:  None

Language Skills:

Ability to communicate effectively in the English language (both verbal and written)

Mathematical Skills:

Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals. 

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques in fundraising communication that reflect the organization’s best interests and standards of customer service excellence, as well as problem resolution when necessary.
• Certificates, Licenses, Registrations:
• Ability to obtain within six months of hire date and maintain BlackBaud Raiser’s Edge Associate level certification (certification has a 1-year renewal cycle).
• Ability to possess and maintain valid driver’s license.

Physical Demands:

• Requires ability to make telephone calls and occasional in-person visits to the organization’s current and future staff and vendor locations.
• Ability to utilize computer keyboard (typing) and dual-monitor, assemble mailings and large volumes of paper materials, sit for extended periods of the work day.
• Must be able to lift and carry 20 pounds when assisting constituents, receiving and/or transporting paperwork, supplies, or other organization-related materials; occasional hands-on participation with event set-ups required.
• May be required to perform tasks at varying heights (i.e., step stool ladders, etc.).
• Ability to move up and down stairwells (multiple MBG buildings have stairs); walk about facility frequently throughout work day; frequent standing, reaching and stooping – 25% or more of the workday may be spent standing on feet.
• Ability to operate motor vehicles required (use of surrey to transport individuals, supplies, etc.).
• Must be able to work both indoors and outdoors. 

Work Environment:

• Quiet indoor office setting; shared work space, office environment with multiple staff within the department, operate standard office equipment to include computer, printer, copier, fax machines, and other equipment.
• Comfortable working in immediate proximity to general public, in a safe and friendly manner, answering general questions regarding the horticulture collection, Garden’s operations, events, facilities, etc.

To apply for the position please visit www.mobot.org/jobs