Part-time Development Assistant

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Department: Community Engagement & Development

Reports to: Community Engagement & Development Director

Status: Non-exempt. Part-time position.

Compensation: $13.30 – $16.40 

Revision date: November 2021

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 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:

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 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 (EFT’s) 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.  
  • Accurately records and tracks donor data over multiple databases. 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 direct mail reports at 30, 60, 90 days and update records. 

Gift Programs:  

  • Renew lapsed annual kennel sponsors monthly. Encourages kennel sponsorship sales with appropriate sized gifts. 
  • Renew lapsed Golden Hearts Club members upon notification. 
  • Assists with recording and thanking donors in our workplace giving program
  • Prepare quarterly reports on in-kind donations and tracking. 

General Support:  

  • Perform administrative functions as time permits. 

SUPERVISORY RESPONSIBILITIES:  

No direct supervision of employees. Will engage with, train and support WHS volunteers.  

CONTROLS OVER WORK

The DA works under the general supervision of the Community Engagement & Development Director and is expected to pursue the established duties exercising prudent discretion and judgment.

CONTACTS 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. 

WORKING CONDITIONS: 

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.

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 

  • Basic knowledge of computers and related software, including the Google Suite, Microsoft Word and Microsoft Excel. 
  • 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 with data entry, database management, and data reporting. Experience with Bloomerang, Raiser’s Edge, or another fundraising database preferred. 
  • Understanding of generally accepted office procedures and practices.
  • Highest level of confidentiality and judgment regarding donor information
  • Strong attention to detail and accuracy 
  • Ability to read, write and speak clearly in English.

EDUCATION AND EXPERIENCE

  • Must be a high school graduate or equivalent. Associates or Bachelor’s degree preferred. 
  • One year direct experience in data entry and reporting.
  • Two years of office experience relevant to the work described

Additional requirements:  Must have a demonstrated interest and enthusiasm for animal welfare and WHS Mission; be willing to work weekends, evenings and holidays as required by the job; 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”.