Dev. Database Admin. Assistant

La Clínica de La Raza Inc.; Oakland (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

La Clínica de La Raza seeks a donor relations specialist to manage the donor database, acknowledge gifts, and prepare receipts and reports in DonorPerfect. The role supports the Development Department with clerical duties, event logistics, and donor communications.

You will engage donors, assist with campaigns, surveys, and fundraising projects, and help produce campaign materials and board reports. Strong organization and cross-team collaboration are essential.

Qualifications

• Bachelor's degree and 1-3 years related experience or training.
• Event planning experience is highly desirable.
• Must be detail oriented, able to handle multiple projects, and work well with diverse donors.
• Strong knowledge of Microsoft Word and Excel; DonorPerfect familiarity is a plus.

Responsibilities

• Maintain donor database, records of gifts, pledges, and grants in fundraising software.
• Prepare receipts, acknowledgment letters, and donor communications in a timely fashion.
• Coordinate and support donor engagement, campaigns, surveys, and focus groups.
• Assist with budgeting, reporting, and reconciliations with the Accounting Department.
• Plan and manage events, logistics, volunteers, and post-event follow-up.
• Draft campaign materials, articles, LOIs, grants, and board reports.

Skills

Donor database

Donor communications

Event coordination

Excel proficiency

Education

Bachelor's Degree

Tools

DonorPerfect

Job description

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Who we are: La Clínica de La Raza is a community-based health center committed to providing culturally appropriate, high-quality, and accessible health care to the diverse communities of the San Francisco Bay Area. We have spent over 40 years advocating for and creating a health home for the many that have been denied access to care. As health care activists, we are dedicated to ensuring that individuals who do not have healthcare coverage receive the same quality healthcare as those who do. From our genesis as a community health center in 1971, we understood that we cannot heal our communities without also addressing the economic and social factors that affect health. Many times, this requires that we go outside and provide services in other settings that link individuals to our health center for preventive and primary care. Over 90,000 individuals come to La Clínica because it is a welcoming place that addresses the whole person, coordinating and connecting them to a broad network of services to improve and maintain their health and well-being. While we are still known for our activism and spirit of social justice, we are also proud to have grown into a sophisticated provider of primary health care services with 35 sites across Alameda, Contra Costa, and Solano counties.

SUMMARY

Logs, acknowledges, tracks, and draws reports for individual, corporate, and foundation gifts received. This individual has responsibility for managing the donor database, ensuring timely and appropriate donor acknowledgments. Provides clerical and administrative support to the Development Department by performing the following duties:

DUTIES AND RESPONSIBILITIES

may include the following. Other duties may be assigned.

Database & Administrative Management

• Processes and tracks donations and maintains records of all gifts, pledges & grants in fundraising software DonorPerfect and other tracking systems.
• Manages updates, modifies, and backs up DonorPerfect Software with custom-made changes.
• Prepares receipts and acknowledgment letters in response to gifts, pledges, and grants received, ensuring that donors receive appropriate letters of thanks and any associated benefits in a timely manner.
• Prepares mailing lists and other lists for donor correspondence.
• Prepares and maintains financial spreadsheets and other reports.
• Works closely with the Accounting Department by doing monthly reconciliations of all contributions, proper handling of all contributions and proper allocation of donor funds to fund accounts.
• Process contracts, handle vendor procurement and adhere to contracting policies and procedures for the department.
• Other administrative support as needed.

Event Coordination

• Handles logistics for special events such as receptions, outreach campaigns, staffs tables at promotional and outreach events.
• Serve as liaison with external and internal vendors.
• Assist with managing on-site event production including set up and clean up.
• Assist with budgeting and event finance tracking -- invoices, expenses, check requests.
• Prepares pre-event materials, signage, name tags, and other materials needed.
• Take the lead on managing volunteers and provide volunteer training.

Donor Engagement

• Assists with campaign activities, mailings, and promotional material productions.
• Assists with logistics of special projects such as surveys, focus groups, etc.
• Take the lead on cultivating select individual donors and workplace giving donors.
• Schedules meetings and arranges site visits for funders and donors.
• Handles communications with donors, regarding attending special events, giving information, contact information, and more.
• Handles donor related inquiries from La Clínica general inbox.
• Coordinates and handles meeting arrangements for Development Committee
• Solicits gift-in-kind donations to be used in the Live Auction of the annual event and as prizes for the Staff Campaign.
• Assist in the launching, integration, implementation, and maintenance of crowdfunding platform.
• Assist in planning and managing 3 rd party fundraising events both internally and externally.
• Support CEO in award events providing on-site personal support and management.

Writing/Editing

• Assists in compiling content and composing campaign materials and articles for newsletter.
• Edits campaign and event materials, annual report, and newsletter articles prior to publication.
• Edits & submits LOIs and grant requests.
• Prepare presentations and Board and Development committee reports.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's Degree with 1-3 years related experience and/or training.
• Event planning experience is highly desirable.
• To perform this job successfully, an individual must be very responsible, detailed and deadline oriented, a team player and have the ability to handle multiple projects.
• Must have knowledge and advanced competency in Microsoft Word and Excel.
• Experience with DonorPerfect software or other fundraising software is highly desirable.
• Candidate must have excellent organizational skills, customer service, interpersonal skills, and the ability to work well with all types of people including individual, corporate, and institutional donors and prospective donors, vendors, consultants, Board and staff.
• Ability to work across cultures and demonstrate support of diversity, equity and inclusion.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Ability to write correspondence. Ability to effectively present information in one-to-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Candidate must be able to function in an environment with minimal supervision and is always willing to create and improve systems with other departments.
• Ability to attend donor events, including some weekend or evening events.