Full-time Development Coordinator

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Department: Development

Reports to:  Development and Community Engagement Director

Status: Non-Exempt

Revision date: January 2021

Pay Range: $13.60 – $16.90

Hiring appointments usually start at the beginning of the salary range, but previous relevant experience will be considered. Multilingual employees of WHS may receive a pay differential. All qualified and interested individuals including BIPOC, disabled, LGBTQ+, Veterans, 50+ applicants are encouraged to apply. 

PURPOSE OF THE POSITION  

The Development Coordinator (DC) 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, support for major donor 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

Gift Entry: 

  • 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.
  • Prepare monthly Electronic Funds Transfers (EFTs) for Golden Hearts Club members. 

Database Administration:

  • Ensure good database functionality for accurate records and reports by carefully recording core donor information, gifts, and memos.   Corrects data as necessary.  
  • Manage databases 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 direct mail reports at 30, 60, 90 days and update records. 
  • Provide support for major gift programs by managing and running reports as needed. Reporting requirements may change. 

Gift Programs:  

  • Renew lapsed annual kennel sponsors monthly. 
  • Renew lapsed Golden Hearts Club members upon notification. 
  • Record and thank LICA/CFC donors at scheduled reporting periods.  
  • Prepare quarterly reports on in-kind donations and tracking. 
  • Provide support for major gift programs as needed

General Support:  

  • Assume first priority on the development@whs4pets email and development phone line. 
  • 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 the 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 a current portfolio of all development materials.
  • Other duties as assigned. 

SUPERVISORY RESPONSIBILITIES

No direct supervision. May include occasional supervision of individual or small groups of volunteers. 

CONTROLS OVER WORK

The DC 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 DC 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. 

WORKING CONDITIONS

The DC 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.

PHYSICAL DEMANDS

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.
  • Demonstrated ability or strong interest to work and interact effectively with diverse audiences, including those with differing histories and experiences.
  • 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.  
  • Independent thinking, problem-solving, and analytical skills

EDUCATION AND EXPERIENCE   

  • Must be a high school graduate or equivalent. 
  • Two years of office experience relevant to the work described. 
  • Experience in Google Suite.
  • Experience in Microsoft Office Suite, including:
    • 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.  
  • Experience in Bloomerang or other fundraising database highly 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.  

Note: Under the provisions of the Immigration and Reform Control Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility.  WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, religion, national origin, marital status, disability or any class protected by law.

WHS is an “at-will employer”. This is not a contract or an offer of employment.