Coordinator, Online Training

Description

JOB SUMMARY

The Development Coordinator keeps Pet Alliance’s fundraising running accurately and on time. The role owns gift processing, acknowledgments, and donor data in the CRM; manages the day-to-day of the Shelter Stars monthly giving program; creates graphics for events and donor materials; and supports annual giving and the two signature events. It is the department’s first point of contact for many donors, so accuracy, warmth, and follow-through matter.

RESPONSIBILITIES

The responsibilities listed are not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties that are required of the position. Responsibilities, tasks, duties, and activities may change, or new ones may be assigned at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Manage vendor registrations, city permitting, and sponsor benefit tracking for Paws in the Park, Pet Alliance’s signature community event drawing thousands of attendees each year to Lake Eola Park

· Update in a timely manner the Paws in the Park event page with current vendors, sponsors, and accurate event information. Accurately track fundraising goal progress in internal documents and on the website

· Enter event gifts and sponsorships in the CRM, and send event acknowledgments

· Prepare event marketing materials, design swag, order merch, and coordinate closely with vendors

· Work closely with the Paws in the Park committee consisting of board members and community supporters

· Execute with extreme attention to detail event-day duties as assigned. Own the day’s run of show, logistics, and serve as the primary Paws in the Park event lead internally and externally

· Process all incoming gifts (checks, online, event, and more) and enter them in the CRM accurately and promptly

· Download donor and gift details from workplace giving and matching gift portals, such as CyberGrants, record them in the CRM, and send reports to Finance

· Send gift acknowledgments within the department’s standard turnaround time

· Process memorial and tribute gifts, including notifications to honorees’ families

· Support the reconciliation of gift records with the Finance department each month, and resolve differences with support and guidance from the Vice President of Development & Communications

· Keep donor records clean and current through regular updates, deduplication, and address corrections

· Respond in a timely manner to inquiries received to the development department email

· Manage the day-to-day of the Shelter Stars monthly giving program, including enrolling new members, updating payment information, following up on failed or expiring payments, and stewarding members

· Support annual giving appeals, including preparing mailing lists, entering appeal gifts, and sending acknowledgments

· Create graphics for events, donor materials, and other development communications consistent with Pet Alliance’s brand

· Assist with other development and organizational duties, as needed

Requirements

QUALIFICATIONS

· High school diploma or equivalent required; associate’s or bachelor’s degree preferred

· At least 2 years of work experience in development, fundraising, donor relations, event coordination, or similar administrative roles

· At least 1 year of work experience processing gifts and entering data in a donor database or CRM, such as Salesforce, Bloomerang, Raiser’s Edge, or similar platforms

· Previous experience planning or coordinating events, including working with vendors, sponsors, and volunteers

· Previous experience and proficiency with Microsoft 365 and/or Google Workspace and graphic design tools, such as Canva or Adobe Creative Suite

· Prior work experience in a nonprofit or animal welfare organization preferred

· Must possess and maintain a current, valid driver’s license and must successfully complete a motor vehicle record check

KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of nonprofit fundraising practices, including gift processing, donor acknowledgment and stewardship, memorial and tribute gifts, and gift reconciliation

· Knowledge of donor database and CRM best practices, including data entry standards, deduplication, and records maintenance

· Strong attention to detail and accuracy in performing data entry, gift processing, reconciliation, and record-keeping to ensure the integrity of donor and gift information

· Excellent verbal, written, and interpersonal communication skills

· Ability to interact warmly and professionally with donors, sponsors, vendors, board members, volunteers, and community members, including those making memorial and tribute gifts

· Basic graphic design skills and the ability to create visually appealing event and donor materials

· Strong project and event management skills, with the ability to plan, track, and execute many event details, vendors, and deadlines at once

· Excellent time management and organizational skills to be able to prioritize tasks, meet deadlines, and work effectively in a fast-paced environment

· Knowledge of and ability to perform tasks on a computer using multiple different software programs, including CRM, spreadsheets, online giving platforms, and website content management systems

· Ability to use discretion and sound judgment when handling confidential and sensitive donor information

· Ability to collaborate effectively with team members and cross-functional teams, including Finance, as well as to contribute to a positive work environment through cooperation and support

· Ability to identify problems, determine appropriate solutions, and appropriately escalate issues when necessary

· Ability to take initiative and to work with minimal supervision and direction

· Flexibility and adaptability to learn new tasks, software systems, and procedures as well as adapt to changing priorities and business needs

PHYSICAL AND MENTAL DEMANDS

· Physical demands include extended periods of sitting, grasping, handling, and repetitive motions while working on a computer with occasional standing, reaching, and bending movements required

· Event work includes extended periods of standing and walking outdoors, as well as lifting, carrying, and setting up event materials, supplies, and merchandise of up to 25 lbs.

· Work includes constant use of office equipment such as computers, phones, and copiers

· Work requires cognitive abilities such as critical thinking, problem solving, logical reasoning and deduction, and decision making to adapt quickly to changing business needs of the organization

· Work requires the ability to maintain focus, composure and accuracy while working under pressure and manage stress during difficult situations, including on event day

· Work requires the ability to remain calm, focused, and professional while managing multiple priorities, deadlines, and frequent interruptions

· Work requires the ability to maintain confidentiality and exercise sound judgment when handling sensitive donor and financial information

· Work includes communicating with compassion and sensitivity with donors and families when processing memorial and tribute gifts

WORK ENVIRONMENT

· Most work is performed in the business office areas of Pet Alliance which are open and well lit, adequately ventilated, but sometimes noisy and distracting environment.

· Work is also performed in the shelter and/or clinic areas of Pet Alliance which includes occasional exposure to animals.

· Event work is performed outdoors and in community settings, including Lake Eola Park, with exposure to heat, sun, rain, and other weather conditions, large crowds, and animals.

· The job requires frequent telephone, email, and in-person interaction with donors, sponsors, vendors, board members, volunteers, employees, and community members.

· This job requires the ability to multi-task under conditions that can be described as extremely fast-paced/high volume and are potentially stressful on a routine basis, particularly leading up to and during events.

· Evening and weekend work is required for events, as needed.

· Travel is required for up to approximately 1% of the time.