Development Assistant
Department: Development
Reports to: Individual Giving Manager
Status: Full-time, non-exempt, benefits eligible
Hours: Director of Development; VP External Relations; Exec. Asst. to the President/CEO; Individual Giving Manager; Institutional Giving Manager
Position Summary
The Development Assistant provides database and administrative support for all fundraising activities of the Ordway. Primary responsibilities include database administration, data entry, expertise with BI and Access contributions program, managing AV reports, producing requested AV reports, implementing AV reporting systems, support for Development events and activities as needed, and back-up support for administrative tasks assigned to receptionist.
Duties and Responsibilities
75% Database Administration
- Computer data entry, reporting, and accounting office reconciliation of all contributions.
- Act as the liaison between the development department and MIS to ensure systems are in place to guarantee accurate reporting.
- Generate daily, weekly, and monthly reports for OCPA to reconcile with accounting office records.
- Generate monthly OCOS report to reconcile with accounting office records. Communicate as needed with accounting regarding OCOS gifts.
- Process individual donor and institutional acknowledgements, individual mailings, and requests from the website.
- Track and certify donor’s tax-deductibility of all contributions.
- Maintain computer tracking and reporting system for all contributions and matching gifts.
- Responsible for creating certain Audience View reports that are used in the Development Department on a daily, weekly, and monthly basis; responsibility for knowledge and use of the Access Contribution’s Program.
- Manage donor mailing lists.
- Work collaboratively with other Development Department staff members and CRM Manager on the department’s database needs.
- Daily upkeep and management of Development related information in Audience View.
- Manage development portion of the stakeholder list.
- Assist Institutional Giving Manager with research, communication, data entry, and tracking of institutional grant and sponsor information.
- Coordinate institutional mailings or emails with other OCPA departments.
- Assist with VIP ticket, valet, or other donor requests, if Individual Giving Manager is not available.
- Assist with event RSVP’s and event data entry as time permits.
25% Back-up Administration
- Assist with special projects.
- Monitor, order and store supplies, process invoices and purchase orders, file, send and distribute faxes and other communications.
- Assist with scheduling development-related meetings, notify Directors and staff, prepare attendance rosters, process and distribute preparatory materials, reserve meeting spaces, and arrange for appropriate meeting environment.
- Assist with donor mailings and communications, and telefunding activities.
- Perform other related duties and responsibilities as required or assigned.
Qualifications
Education
High school diploma required, BA or AA degree preferred. Courses or major in theatre, music or art a plus.
Experience
Three years experience working with databases, and expertise in database structure and report generation. Work in a non-profit, fundraising department, or foundation office environment is helpful. Experience arranging business travel preferred.
Skills, Knowledge, Ability
Excellent phone manner, communications, and customer service skills. Very high proficiency in computer word processing, Word for Windows, spreadsheets and databases required. Familiarity with AudienceView ticketing software a plus. Strong interpersonal skills. Accuracy and attention to detail. Ability to work well under pressure and to deadline. Ability to demonstrative high level of organizational capability, and attention to detail. Working knowledge of performing arts preferred.
Equipment Operated
Computers, printers, telephone, calculator, fax, copier, spiral binder and other general office equipment.
