POSITION PURPOSE:
Under leadership of the Vice President, Fund Development the Operations
Administrator is responsible for the business management of the
Foundation to include organizing, tracking, researching, budgeting,
planning, and facilitating annual giving, major giving, and planned
giving programs and projects.
NATURE AND SCOPE:
The Operations Administrator is part of the Foundation team committed to
raising funds for the institution and its not-for-profit entities.
This position is highly visible to employees, senior management, staff
and the general public and is subject to constant interruptions from
walk-in traffic and telephone calls.
High standards of courtesy, performance and respect for confidentiality
are essential. Independent judgment is required for appropriate
decision making, problem solving and priority setting.
RESPONSIBILITIES:
Information Tracking and Reporting:
- Design and manage systems to track and
report benchmarking information to move the Foundation to meet its
business plan goals and objectives.
- Organize and structure moves
management system to develop a program of responsible reporting and
appropriate cultivation follow-up activity to major donors and
prospects. Provide reports and follow-up to solicitors.
- Maintain and report on business plan
timeline progress and deadlines.
Budgets / Financials:
- Prepare and manage annual budget and
monitor cost per dollar raised.
- Manage project budgets with a
responsibility to keeping on target.
- Prepare financials and reports to
Accounting Department on giving status and annual tax package.
- Prepare financials and reports for
Board meetings and staff as needed.
Processes / Procedures:
- Create, monitor and implement policies
and procedures to cover business operations, program development,
accounting, etc.
- Coordinate projects, e.g., newsletter.
Donor Relations:
- Oversee acknowledgement process of
donors to include gift acknowledgement.
- Oversee donor recognition, such as
donor wall and healing garden naming opportunities.
- Produce donor listings for
publication.
- Assists and coordinates in creation of
Foundation’s annual report.
Fundraising software management:
- Manages the implementation and overall
responsibility of the Foundation’s fundraising software.
- Trains and assists Foundation staff on
fundraising software.
- Oversees and ensures accuracy of gift
processing and list management in fundraising software.
Major giving program:
- Works with major gifts solicitors to
identify and research donors/prospects by producing proposals,
preparing reports, data gathering, facilitating meetings, conducting
research through Blackbaud Analytics and other sources, and providing
profiles and wealth ranking summaries.
Board Development:
- Serves as staff member on Board Donor
Recognition Committee.
- Create and produce Board handbook.
- Responsible for new Board orientation.
Other:
- Maintain membership in professional
philanthropy associations.
- Work with Special Events Coordinator
as needed on special events.
- Monitors funds and coordinates
transactions in line with donor wishes and strategic plan.
- Work with Annual Giving Officer on
direct mail and e-mail programs.
- Work with Special Events Coordinator
on implementation of program
MINIMUM QUALIFICATIONS:
- Education: Bachelor’s degree preferred
with emphasis on fundraising, business administration, or accounting
- Experience: Minimum three years
experience in fund development, business management or accounting.
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