The Willamette Humane Society (WHS) located in Salem, Oregon is looking for a qualified, self-motivated, energetic, organized, and outgoing individual with compassion for animals.
We’re a team of 60+ staff and over 700 volunteers working jointly to achieve our mission: establishing, maintaining, and enhancing the bond between companion animals and people of Marion and Polk counties.
The Development Assistant (DA) supports the Development department with the gift administration process (from receiving and recording gifts to producing thank you letters), database support, management of gift programs, and cultivation events. This position exercises discretion and independent judgment for Willamette Humane Society (WHS) development initiatives and assists in achieving department and organization fundraising goals.
DUTIES AND RESPONSIBILITIES
- Responsible for timely and accurate gift entry and thank you process through the donor database. Financial and in-kind gifts come through the mail, in person, the website, at events and through automatic funds transfer.
- Coordinate pet sponsorships with accurate memo codes in PetPoint and website recognition of the sponsorship.
- Prepare and balance daily deposits from all gift sources, and weekly reports with multiple online gift processors as well as gifts made through the PetPoint database.
- Answer donor questions via email and phone in a timely and accurate manner.
- Prepare monthly Electronic Funds Transfers (EFT’s) for Golden Hearts Club members.
- Ensure good database functionality for accurate records and reports by carefully recording core donor information, gifts, and memos. Corrects data as necessary.
- Manage the databases (Volgistics, Petpoint, Donor Quest) so they are cross referenced accurately and completely.
- Record and maintain event reservations in the donor database.
- Produce regularly scheduled donation reports.
- Prepare quarterly honorarium, tribute, and memorial records for the newsletter.
- Prepare mailing lists for appeals and related functions with guidance. Accurately record methodology in the appropriate file.
- Prepare reports on payments for services such as pet ads and service directory.
- Prepare direct mail reports at 30, 60, 90 days and update records.
- Renew lapsed annual kennel sponsors monthly. Encourages kennel sponsorship sales with appropriate sized gifts.
- Renew lapsed Golden Hearts Club members upon notification.
- Record and thank LICA/CFC donors at scheduled reporting periods.
- Coordinate brick and columbarium engraving.
- Prepare quarterly reports on in-kind donations and tracking.
- Create pet ads for publishing.
- Assume first priority on the development email and events email, processing gifts and forwarding information to others for handling.
- Perform daily mail distribution and processing. May include pick up or delivery of mail. Monitor the postage account balances and request payments from the Business Office to keep the postage accounts replenished. Keep postal meter in good working order.
- Create and maintain detailed documentation on all assigned activities.
- Perform administrative functions as time permits.
- Assist with creation of marketing/development material.
- Maintain stock of letterhead, envelopes, and donation forms. Work with Communications staff to reorder when needed.
- Maintain current portfolio of all development materials.
CONTROLS OVER WORK
The DA works under the general supervision of the Development Manager and is expected to pursue the established duties exercising prudent discretion and judgment.
CONTACT WITH OTHERS
The DA works with staff, volunteers, donors, and the general public. Contacts require tactful exchanges and a professional demeanor. Confidentiality and professionalism must be adhered to at all times. There is occasional work directly with companion animals.
The DA will work with staff, volunteers, the general public and businesses, both within the shelter and in the community. Able to work around pets daily, within the administrative offices as well as shelter/animal care areas.
This is primarily an office position, working for hours sitting at a desk using a computer keyboard/monitor, telephone, and other office equipment. Work is often done in a time sensitive and demanding environment. There is occasional work required on evenings and weekends. There are often important deadlines and the requirement to coordinate work on multiple complex assignments at the same time.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of computers and related software.
- Understanding of generally accepted office procedures and practices.
- Excellent verbal communication skills.
- Excellent customer service skills exercising diplomacy and tact at all times
- Highest level of confidentiality and judgment regarding donor information
- Strong attention to detail and accuracy
- Ability to read, write and speak clearly in English so that written and verbal instructions can be followed.
EDUCATION AND EXPERIENCE
- Must be a high school graduate or equivalent.
- Four years of office experience relevant to the work described.
- Experience in Excel formulas for importing, exporting and merging data from multiple databases.
- Experience in using Microsoft Word merge fields for creating custom letters with toggle codes.
- Publisher and PowerPoint experience preferred.
Additional requirements: Must have a demonstrated interest and enthusiasm for animal welfare and WHS Mission; be willing to work weekends and evenings as required by the job; have a valid Oregon driver’s license and be insurable by WHS vendors; and meet the physical requirements of the job.
Salary: Position begins at $11.80 per hour. There is no relocation benefit for this position.
Schedule: Position averages 20-24 hours within a typical business week.
Benefits: Paid time off provided after 90 days. Employee Assistance Program available. A 401(k) retirement plan is available after one year and 1,000 hours of service.
A complete application package is required. INCOMPLETE APPLICATION PACKAGES WILL NOT BE CONSIDERED. The application package will include:
- a completed WHS job application
- a cover letter explaining your interest in this position; MUST BE IN PDF FORMAT
- a résumé of your educational background and professional experience. MUST BE IN PDF FORMAT.
Mail: Willamette Humane Society
ATTN: Human Resources
PO Box 13005
Salem OR 97309
Due to the large volume of responses, WHS will contact only those candidates who are selected for interview.
Completed application materials received by human resources will be reviewed upon receipt. This position may close at any time.
All WHS employees are committed to the following mission-driven values:
- Positive Service to All
- Sharing Knowledge
- Collaborative Problem Solving
- Initiative and Innovation
- Accountability and Responsibility
- Safe Actions
Under the provisions of the Immigration and Reform Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility for employment. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, color, sex, religion, national origin, marital status, disability, sexual orientation, genetic profile or any class protected by law. WHS is a drug free/smoke free workplace. Employment will be contingent upon successfully passing a drug screen conducted at WHS expense.