Administrative Specialist Jobs

Administrative Specialist (Focusing on processing gifts and record management/gifts/project management)

Our client, a highly respected Foundation, is looking for a Administrative Specialist/Gift Processing and Records Manager. The ideal candidate will have the passion and understanding of the full cycle of the donor’s fund and will know the importance of their actions and the effect they will have on the relationships with the donor, although this role is not directly meeting with donors . This position will require someone who is grounded in relationships and has the sensitivity of treating these gifts with respect. This position reports to the Director of Gift and Fund Administration.

Duties and Responsibilities: To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties and responsibilities listed below. The duties and responsibilities include the following, though other duties may be assigned.

• Produce standard and custom reports and data pulls for highly segmented appeals and mailings.
• Oversee the acknowledgment letter/receipt process.
• Stay up to date with the functionality of the CRM database and serve as a resource to train and provide support staff on the tools and technologies used to support data and donor care activities.
• Perform appropriate due diligence and research to ensure regulatory compliance that grants are made in accordance with donor gift intent and that sufficient funds exist to support the grant distribution.
• Manage the Foundation’s donor database, including creating, implementing, and monitoring compliance with database protocols and maintaining the integrity of information.
• With a high level of accuracy, the ideal candidate will be responsible for: gift processing including reviewing and recording gifts, assigning financial codes, understanding donor’s intent, and data entry into the database.
• Serve as liaison to Finance and Accounting team and assist with related financial reconciliations and reporting of donor gift records and grants distributed.
• Maintain donor and fund files, including gift and grant records.

Qualifications

• A solid understanding of the importance of the relationships behind the gift and treating the gifts with respect.
• A passion for connecting the dots within the frame of donor management and the understanding of what their actions have on the donor.
• Project Management, accounting, and/or bookkeeping experience, preferred.
• Extremely detail oriented.
• Understanding the importance of repetitive tasks and their impact on the foundation.
• Data entry proficiency.
• Proven critical thinking and problem-solving skills.
• Highest degree of accuracy.
• Strong experience in reading key documents and digesting important information that pertains to the donor’s gift.
• Focus on continuous improvement, always thinking of ideas to improve processes and procedures.
• A willingness and interest in learning the donor’s history and the intent of the gift.
• “What else can I do?” mentality, combined with an above-and-beyond customer service approach for internal and external audiences.
• Proven ability to work both independently and as a strong team contributor.
• Ability to professionally represent the Foundation in all interactions.
• Solid writing skills are a must.

Education/Experience:

• Experience in project management, administrative work, and /or record-keeping preferred.
• Bachelor’s Degree preferred.
• One to three years of CRM database experience (Raiser's Edge/Salesforce preferred).

EEO/ADA STATEMENT

Our client and PPR are fully committed to Equal Opportunity Employment and to attracting, retaining, developing, and promoting employees without regard to their race, gender identity (except where gender is a bona fide occupational qualification), color, religion, sexual orientation, national origin, age, genetic disposition, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state, or local law. Both organizations strive to provide a work environment free from discrimination and harassment and where employees are treated with respect and dignity. Our combined intention is that all qualified applicants are given equal opportunity and that selection decisions are based on job-related factors. Our mutual intent is to offer reasonable accommodation during the employment process for individuals with disabilities. If a candidate needs assistance in the application or hiring process to accommodate a disability, they may request accommodation at any time.