Database and Stewardship Coordinator

Overview

FUNCTION – SCOPE STATEMENT:

The primary responsibility of the Gift Records and Stewardship Coordinator is to provide impeccable support of Boys and Girls Clubs of Greater Houston (BGCGH) fundraising activities by managing the Development Department’s stewardship program and database with accuracy and timeliness. Additional duties include the following: processing donations, acknowledging donors’ generosity; invoicing pledges; producing fundraising reports, donor rosters, and mailing lists; maintaining accurate records in the data base; gathering, interpreting, analyzing, and disseminating information critical to securing support for the organization; researching and maintaining prospective donor information; and reconciling all gifts received with the accounting department monthly. Coordinate projects related to events and provide general support to the department. This position reports to the Senior Director of Development.

Responsibilities

MAJOR JOB TASKS AND RESPONSIBILITIES:

In collaboration with the Senior Director of Development:

• Gift Records & Reporting- which includes Database management – data entry, reports, gift entry.
• Gift processing – gift entry, reporting, gift acknowledgment, invoicing.
• Reporting – gifts, actions, portfolio reports, assist with finance reconciling.
• Donor Stewardship - Manage the production of awards, certificates and gifts. produce gift acknowledgments, coordinate and make phone calls, manage logistics for donor receptions.
• Event Assistance- Coordinate auctions – solicitation, procurement, organization of display and sale of items with providing general logistics support, as needed.
• General Department Support- included but not limited to weekly reports, board reports, development committee and community councils support, logistics, scheduling, Draft collateral material to support fundraising efforts, Draft and send correspondence
• Ensure documents are updated and records maintained.
• Excellent organizational skills, ability to multi-task with uncompromising attention to detail and accuracy
• Results-oriented, offering creative ideas and solutions while meeting deadlines timely
• Ability to work with confidential and sensitive issues relating to the donor’s philanthropic desires, which requires excellent judgment and an ability to develop and nurture key relationships.
• Ability to work under pressure, juggle multiple timelines, negotiate with internal stakeholders affected by donations.
• Interaction with team members from other departments and the general public
• Excellent computer skills in Microsoft Office (Word, Excel and PowerPoint)
• Commitment to acknowledging and processing all donations and correspondence timely
• Experience with Raiser’s Edge or relational database experience desired, including data entry, gift processing, acknowledgement, and reporting.

ADDITIONAL RESPONSIBILITIES

Performs other related duties and responsibilities as required or as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• Associate’s degree required, or five years direct work experience in a related field, such as journalism, public relations or communications.
• Minimum two years of relevant professional experience in gift records or database management required.
• Working experience and knowledge within a nonprofit organization, preferred.
• Excellent written and verbal communication skills (candidates selected to interview will be required to complete written performance exercise).
• Strong attention to detail and proofreading skills.
• Able to work well in a team environment, handle multiple assignments and meet deadlines with minimal supervision.

RELATIONSHIPS:

Internal: Maintain close, daily contact with the Club management to exchange information, seek and give assistance, consultation and direction. Maintain contact with financial staff and support staff. Maintain written and verbal contact with volunteers and donors.

External: Maintain contact with corporate leaders, community, board members, donors, volunteers, vendors and the public to seek financial support and provide information regarding club activities and needs.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to fingers, handle, feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee frequently is required to sit. The employee must regularly lift and/or move up to 30 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. From time to time, some evening and weekend work will be required.

DISCLAIMER:

The information presented indicates the general nature of work and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

EOE/m/f/disabled/vet