Administrative Coordinator Associate

Job Description

Job Description

Our client is looking for a part-time, contract Administrative Coordinator Associate to provide critical support to its Development Operations team during a leave of absence. This role is ideal for a detail-oriented administrative professional with strong data management skills who is comfortable working with donor databases, processing transactions, and providing exceptional donor support.

Location: Hybrid (Pittsburgh, PA), Tuesday through Thursday onsite with the option of remote work on either Monday or Friday

Schedule: 30 hours per week

Duration: October 2026 through January/February 2027

Pay Rate: $23-27/hour

Parking: Free onsite parking

Attire: Business casual

Responsibilities:

• Maintain accurate donor and constituent records within the CRM system.
• Perform data hygiene activities, including updating contact information, merging records, maintaining households, and correcting data discrepancies.
• Process incoming donations and ensure accurate transaction entry and recordkeeping.
• Support donor correspondence efforts, including printing, preparing, and mailing billing letters, tax acknowledgments, and other donor communications.
• Monitor and respond to donor inquiries received through the donor services phone line and email inbox.
• Assist donors with payment processing over the phone and provide follow-up communication as needed.
• Log donor interactions and update records with relevant communication details.
• Route donor requests and inquiries to appropriate team members when escalation is needed.
• Support fundraising staff and Development Operations team members with administrative projects, reporting, mailings, tracking, and related tasks.
• Review incoming mail and ensure donor-related information is properly documented and processed.

Qualifications:

• Minimum of 1 year of experience in administrative support, customer service, database management, fundraising operations, donor services, or a related field.
• Experience maintaining records within a CRM, donor database, or similar business system.
• Strong attention to detail and commitment to data accuracy.
• Ability to handle confidential information with professionalism and discretion.
• Comfortable speaking with donors over the phone and responding to inquiries in a professional, service-oriented manner.
• Strong organizational and multitasking skills.
• Proficiency with Microsoft Office, including Outlook, Excel, and Word.
• Experience processing payments, donations, billing, or financial transactions is preferred.

Preferred Qualifications:

• Experience with Microsoft Dynamics 365 strongly preferred.
• Experience with Salesforce or other CRM platforms will also be considered.
• Previous nonprofit, fundraising, donor services, or development operations experience is a plus.
• Familiarity with pledge-based fundraising systems is preferred.

Key Attributes for Success:

• Exceptional attention to detail
• Strong data entry and database management skills
• Customer-focused communication style
• Ability to learn new systems quickly
• Adaptability and willingness to support changing priorities
• Strong follow-through and organizational skills