DONOR SERVICES ASSOCIATE

The Donor Services Associate will support the mission of Feeding Southwest Virginia (Feeding SWVA) by providing administrative support assisting with daily work and projects related to gift processing and donor operations and for all areas of development as needed.


To be successful in this role, an individual must be able to perform in a satisfactory manner the functions or responsibilities listed below.


1. The Donor Services Associate reports directly to the Donor Services Manager.


2. As the Donor Services Associate, this position plays a key role in ensuring accurate and timely processing of donations while supporting a positive donor experience. The coordinator works closely with the Donor Services Manager and Development team to maintain data integrity, produce donor acknowledgments, and support daily administrative operations.

Donor Database Management
• Accurately and promptly enter all donor gifts into the organization's database.
• Assist the Donor Services Manager with maintaining clean and up-to-date donor records.
• Generate and prepare targeted mailing lists for fundraising and donor communications.


Donor Acknowledgment and Mailings
• Produce and distribute timely donor acknowledgment letters in accordance with organizational standards.
• Coordinate bulk mailings of donor correspondence, including preparation and delivery to the United States Postal Service when needed.


Development Department Administrative Support
• Manage inventory and ordering supplies for the Development Department.
• Process purchase orders and reconcile departmental credit card transactions for submission to Finance.
• Provide general administrative support to ensure efficient day-to-day operations of the Development team.

3. The Donor Services Associate will serve as backup coverage for the Food Bank's Administrative Assistant/Receptionist, ensuring consistent front desk operations during lunch periods, vacations, and other absences.

4. The Donor Services Associate will maintain and follow effective processes for office communications and administrative procedures.
• Develop strong customer service skills in effectively dealing with donors.
• Develop communication skills with co-workers to understand and articulate the need for support.
• Assist in updating departmental SOP's.

Other functions:
• Promote a cooperative spirit within the organization and among internal and external participants.
• Perform other duties as assigned by the Donor Services Manager, Chief Development Officer and CEO.


Interface: Responsible in maintaining positive relationships


Co-workers, donors and other departments within Feeding Southwest Virginia.

Minimum Skills and Qualifications required to capably perform in the position


Training, Education and Experience:


Education:
• Associate's degree or equivalent combination of education and/or three years of administrative experience preferably in an executive office setting required.


Experience:
• Two years of strong customer service experience in dealing with the public is required.
• Two years of strong administrative experience in working in an office environment is required.
• One year of data entry experience is required.


Knowledge, Skills and Abilities:
• Strong computer skills (MS Word, MS Excel, MS Outlook, MS PowerPoint).
• Experience with CRM donor software packages or other data base systems desired.
• Strong skills in interpersonal communication, writing, and organization.
• Strong verbal and customer service skills.
• Strong organization and time management skills.
• Ability to work with limited supervision and high motivation.
• Ability to work well under pressure and meet multiple deadlines.
• Able to work independently and to handle multiple priorities under minimal supervision.
• Professional appearance and demeanor.
• Regular attendance and attention to punctuality are required for a person to be successful in this role.
• Limited occasional evening and weekend work required for special events.

Allowable Substitutions: Combination of education, experience, and/or training that provides the required knowledge and skills for the position may be considered in lieu of education and/or experience at the company's discretion.


Language Skills:
• Must have excellent written and verbal communication skills and demonstrated ability to communicate effectively and convey concepts in an understandable way.
• Ability to communicate effectively with staff, donors, and the public.


Mathematical Skills:
• Ability to perform basic math functions.


Technical/Computer Skills:
• Proficiency required in the use of Microsoft Office Word, Excel and Outlook Software.
• Capable of learning and independently operating equipment required for the position including printer, multi-use copier, postage machine and phone system.


Other Skills and Abilities:
• Ability to maintain confidentiality at all times.
• Must be reliable and dependable.
• Positive work ethic, good relationship management skills and team-oriented attitude.
• Maintain compliance with established Food Bank directives, policies and external regulations.

Licenses and Certificates:
• Valid Class A Driver's License and own transportation to work required.
• Must maintain a safe driving record in driving company vehicles.


Team Commitment:


Considers the benefits and consequences to the team when taking action, openly shares ideas and information with others, effectively completes work activities with and through others, helps others achieve goals and complete work to meet the needs of the team and the organization. Criticizes actions, when necessary, not people and effectively negotiates win-win outcomes.


Flexibility:
• Be willing to work overtime and mandatory days set forth by the organization on short notice.
• Be willing to work flexible coverage as needed.


Physical Demands:


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

The position operates primarily in an office setting within the food bank. This position requires sitting at a desk and in meetings for long periods of time and involves extensive computer and phone work with frequent interruptions. Occasional travel to meetings, functions, and special events is normal. Occasionally, may be required to respond to organizational needs outside of normal working hours. The employee may be required to push, pull, lift, and/or carry objects up to 30 pounds. With forklift traffic in the facility and product stacked and stored throughout, this position requires someone who is mobile and who can hear and watch for traffic and normal hazards of a warehouse environment. Occasionally, conducts work in an external environment, requiring driving. Conducts work in a fast-paced environment.

Feeding Southwest Virginia is an equal opportunity employer and embraces a philosophy that recognizes and values diversity. Our goal is to attract, develop, retain, and promote a talented diverse workforce in a culture where all employees will contribute to their fullest potential. This description provides information regarding the essential function of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments the individual may be given. This job description is not an employment agreement or contract.


Feeding Southwest Virginia is an EEO Employer - M/F/Disability/Protected Veteran Status