Development Coordinator

Humane Rescue Alliance; Madison (NJ); On-site; USD 45,000 - 65,000; Full time

Job summary

St. Hubert’s Animal Welfare Center is seeking a Development Administrative Assistant to provide donor and administrative support to the Development Department during standard business hours.

You will handle gift processing, donor communications, data entry, and coordination with Finance and other teams. The role requires strong organizational skills, proficiency in Microsoft Office, and experience with Raiser's Edge or similar CRM systems.

Qualifications

• College degree or equivalent experience.
• Minimum three years in development or office environment.
• Proficient in Word, Excel, PowerPoint; advanced Word/Excel skills preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to work independently and as part of a team.
• Confidential handling of donor information.
• Ability to research donor information for accurate records.
• Ability to troubleshoot software issues.
• Experience with donor management software preferred.

Responsibilities

• Process donor contributions and gifts.
• Maintain donor records and prepare acknowledgments.
• Support audit by providing documentation.
• Manage donor lists and data entry in Raiser's Edge.
• Coordinate donor communications and thank-you letters.
• Support CAO, CEO, and DDO with admin tasks.
• Schedule and coordinate volunteers.
• Assist with events and donor management activities.
• Respond to donor inquiries within 4 business hours.
• Liaise with Finance for deposits and gift codes.

Skills

Organizational skills

Communication skills

Attention to detail

Donor data research

Raiser’s Edge experience

Microsoft Office (Word, Excel, PowerPt

Time management

Independent work

Team collaboration

Confidentiality

Troubleshooting software

Education

College degree or equivalent

3+ years in development/office environment

Tools

Raiser’s Edge

CRM systems

Job description

Company Mission:

For more than 80 years, St. Hubert’s Animal Welfare Center has been dedicated to helping animals in need, regardless of species, size, or temperament. With a people-focused, community-based approach, we treat every animal as an individual and emphasize specialized care for both animals and their families.

Job Summary

To provide administrative, donor, and gift processing support to the Development Department between the business hours of 8:30am and 5pm, Monday to Friday.

Duties And Responsibilities

Donation Management

• Process contributions, including direct mail and email responses, in‑kind gifts, offsite deposits, event gifts, and donations made through the organization website
• Utilize Online Express to create and manage online and data entry donations
• Assist Finance with documentation retrieval for the audit
• Scan and import letters onto donor files for Foundation, Grant Awards, and other special instructions
• Generate email lists for eCampaigns for our direct marketing team
• Ensure gifts that Direct Answer (dba Bungee) are keying are correct and acknowledged in a timely fashion
• Work with the Finance Dept to ensure checks are scanned, deposited, and accounting/gift codes are accurate
• Manage donations and pledges made through United Way, CFC, matching gift companies, workplace giving, and online charity services
• Flag high‑level donors and managed donors for follow up by Development and other STH staff
• Stay current on department database software Raiser’s Edge, Importomatic, and other systems used by the Development Team
• Utilize Raiser’s Edge online support, live chat, and phone calls to create work tickets
• Utilize Raiser’s Edge and other online training tools to gain system knowledge
• Maintain Devo Donations Tracker and check log
• Import Fosters, Adopters, and other prospects into Raiser’s Edge once a month
• Cleanup of donor records after Avalon Campaigns, text campaigns, and deceased files
• Work with outside vendors (Direct Answer, Donor Advised Funds, etc.)
• Notify team members of special handling and other important giving
• Order supplies for copy machines, office supplies, etc.
• Provide admin support to CAO, CEO, and DDO when requested
• Schedule and coordinate volunteers to assist with Devo ack mailing and special projects
• Other duties as assigned

Phone Inquiries

• Respond to inquiries from supporters and potential supporters within 4 business hours
• Maintain a high standard of customer service at all times
• Flag small event inquiries and share with the events team
• Direct inquiries not related to Development appropriate STH staff person or department

Events Support

• Attend STH signature events and assist events team as needed
• Attend and provide support for selected small events
• Periodically assist with events that fall on nights and weekends
• Represent STH at workplace charity events, community events, and adoption events as needed

Donor Communications

• Generate and process donor acknowledgement letters
• Send birthday, thank you, other specialized cards upon request
• Assist with YE ack letter processing
• Create customized thank you letters for CDO and DDO
• Perform thank you calls
• Manage the [e-mail] email box
• Call monthly donors for payment updates
• Process and send tribute gift notification cards and acknowledgements
• Perform other duties as assigned by supervisor

Qualifications And Requirements

• Excellent organizational and communication skills
• Meticulous attention to detail
• Ability to research donor information for accurate record keeping
• Database experience. CRM systems and/or The Raiser’s Edge preferred
• Proficient in Microsoft Office applications including Word, Excel, and PowerPoint Advanced Word and Excel skills preferred
• Self‑starter with ability to multi‑task, working independently and as part of a team.
• Basic knowledge of fundraising and donor gift processing
• Creative thinker who can contribute to gift processing time saving ideas and efficiencies
• Excellent verbal communication, interpersonal and relationship‑building skills to effectively work with a variety of people and personalities
• Proven ability to collaborate with colleagues, donors, and volunteers
• Ability to present, inform and motivate individuals and groups about STH’s mission and the importance of raising funds in support of the mission
• Understands the confidential nature of donor information and maintains confidences
• Represent STH in a professional, informed manner
• Ability to troubleshoot software issues and reach out to them for further help if necessary
• Proven ability to manage workflow and meet deadlines
• Excellent time management and calendar management skills
• Ability to work independently and research answers to questions once given a specified task
• Ability to show up on time and adhere to the assigned work hours

Physical Requirements And Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Regularly sits at a computer station and operates electronic equipment
• Frequently lifts, carries and positions objects weighing up to 30 pounds when moving supplies and managing special events
• Typically stands, bends, stoops and crouches while working special events
• Regularly moves about the facility to coordinate work
• Occasional weekend and evening work

Education And Experience

• College degree or equivalent combination of education and experience.
• Minimum three years of experience in development or in an office environment .