Coordinator Development

Job Description

Job Description

JOB TITLE: Development Coordinator 

Hourly Rate: $28.85 - $31.25 

FLSA: Non-Exempt

DEPARTMENT: Development

LOCATION: Headquarters, Washington, DC

REPORTS TO: Senior Vice President of Development

NUMBER OF DIRECT AND INDIRECT REPORT(S): 0

LAST REVISED: May 2023

POSITION SUMMARY

The Development Coordinator works closely with the Senior Vice President of Development and Development Directors to advance fundraising efforts via donor outreach and stewardship efforts; tracking, reporting and acknowledging gifts; assisting with donor research and pipeline development; coordinating special projects; preparing reports and providing general departmental support. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensure that all donors receive prompt and accurate acknowledgements for restricted and unrestricted gifts. Prepare draft letters, secure live signatures and draft custom notes from the President. Copy, mail and upload into database. Work with the Development colleagues and Senior Vice President of Development to determine which letters require customization and to ensure that all gifts are acknowledged within 48 hours of receipt.
• Ensure that all gift acknowledgement processes and systems are optimized for efficiency to maintain quick turn-around times, especially during heavy donation periods (such as end of year). 
• Ensure proper coding and processing of all gifts received by Development Department. Complete timely and accurate data reporting and ensure donor records are updated to reflect current preferences or status.
• Report all gifts daily to the Development staff by preparing the Daily Gift Report.
• Assist with welcoming new donors into the Defenders’ Leadership Council by preparing and sending welcome packets and supplemental materials, when appropriate.

Departmental Support

• Assist with cultivation outreach mailings, such as gratitude cards, annual report, special reports, newsletters, invitations, birthday cards, Leadership Council and other premium mailings. Purchase and ensure postage, letterhead and envelopes are organized and available for all mailings to meet departmental and project mailing deadlines.
• Support events and trip activities as needed, including producing name badges and place cards, preparing and mailing materials, coordinating special projects, and providing other support as needed.
• Assist with department donor research projects and pipeline development as needed.
• Serves as back-up to create visit briefings and prepare trip materials for major gift officers as needed.
• Process and maintain contracts for the department. 
• Coordinate department-wide activities and projects, such as the weekly Development report, weekly staff meetings and orientation materials/binders for new staff members. 
• Ensure audio-visual needs are set up before scheduled meetings (e.g., Development weekly meetings).
• Provide support, as needed, to the Senior Vice President of Development, including scheduling meetings and appointments; making travel arrangements; preparing visit materials for donors; managing travel expenses, assisting with donor correspondence and mailings, and tracking activities in the donor database
• When needed, assist Development colleagues with travel arrangements and expense reports. 
• Complete expense reports for VP of Philanthropy and department credit card expenses.
• No Travel is required for this position. 
• Perform all other work-related duties as assigned.

QUALIFICATIONS

Education: Bachelor’s (B.A./B.S.) degree or equivalent in related discipline

Experience: 1 year of relevant experience. development experience preferred. 

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

-skills-and-abilities

Knowledge, Skills, Abilities for Development Coordinator

1. Excellent writing, proofreading skills and knowledge of grammar 
2. Strong technological aptitude with advanced skills using Microsoft Word and Excel and willingness to learn specialized software such as ROI (our CRM) 
3. Strong organizational skills and attention to detail
4. Strong interpersonal skills and ability to interact with both management and support staff
5. Ability to take ownership of a process and to use problem-solving skills to resolve issues, including asking questions and performing research when a task is unfamiliar and asking for help when needed.
6. Ability to function efficiently in a busy environment
7. Expected to work independently and/or as a team member with initiative, motivation, flexibility, organization, and strong attention to accuracy and detail

PHYSICAL ACTIVITIES, ENVIRONMENTAL CONDITIONS, PHYSICAL DEMANDS

Physical Activities

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.

N

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

N

Remaining in a stationary position, often standing or sitting for prolonged periods.

C

Moving about to accomplish tasks or moving from one worksite to another.

O

Adjusting or moving objects up to 10 pounds in all directions.

O

Communicating with others to exchange information.

C

Repeating motions that may include the wrists, hands and/or fingers.

C

Operating machinery and/or power tools.

N

Operating motor vehicles or heavy equipment.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

C

Environmental Conditions

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Low temperatures.

High temperatures.

Outdoor elements such as precipitation and wind.

Noisy environments.

Hazardous conditions.

Poor ventilation.

Small and/or enclosed spaces.

No adverse environmental conditions expected. 

X

Physical Demands

Check only one