Development Information Services Coordinator (CAS)

California Academy of Sciences; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The California Academy of Sciences seeks a Development Information Services Coordinator to oversee gift processing in Tessitura, maintain donor records, and support acknowledgements with personalized communications.

The role collaborates with staff and reports to the Director of Development Information Services, ensuring accurate reporting and timely donor recognition while handling confidential information securely.

Qualifications

• Knowledge of Tessitura or Raiser's Edge.
• 1+ year experience in a Development or fundraising office.
• Proficient in Word, Excel, Google Docs.
• Strong attention to detail and deadline orientation.

Responsibilities

• Oversees daily gift operations in Tessitura and tracks contributions.
• Reconciles revenue totals monthly with Accounting.
• Develops efficient contribution tracking systems with staff.
• Maintains donor records and recognition opportunities.

Skills

Tessitura

Raiser's Edge

Excel

Attention to detail

Deadline-driven

Tools

Microsoft Word

Google Docs

Excel

Job description

Position Summary

The Development Information Services Coordinator position oversees the timely and accurate processing of all outright gifts, multi-year commitments, and other forms of support (totaling approximately 5,000 transactions a year) to the Academy (excluding Membership); assists in production, generation and tracking of acknowledgements - focuses on personalization and customization to tailor communications to donors; and provides database support, including query building and record maintenance. This position handles fund reconciliation with Accounting and coordinates donor recognition opportunity tracking. This full-time position reports to the Director, Development Information Services and works closely with the Development Information Services Lead and Development Information Services Assistant.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

Essential Duties and Responsibilities

• Oversees daily gift operations in Tessitura, ensures accuracy, provides quick turnaround on gift processing, and assists in tracking contributions for the Development department’s fundraising goals
• Batches, reviews and commits gifts in Tessitura with the cooperation of the Development Information Services Assistant; ensuring proper documentation is included with gift paperwork; coordinates with Accounting to deposit contributions into correct funds
• Reconciles revenue totals monthly with Accounting to be sure all contributed revenue is accurately tracked
• Develops advanced and efficient contribution tracking systems in cooperation with the Development Information Services Assistant for incoming gifts and acknowledgment letter review with Academy wide staff, manage editors and signers expectations to achieve three-day turnaround for sending letters
• Runs queries, reports, exports, imports, and data clean up tasks in Tessitura
• Updates biographical information in the database--including addresses, business information, associations, addressee and salutations--received through gift transmittal, direct mail response, checks, and other related sources
• Serves as an experienced resource to Academy departments for all questions pertaining to completing gift acceptance forms, gift processing procedures and donor recognition
• Maintains an inventory of naming opportunities and facilitate donor recognition updates with appropriate Academy staff
• Follow all Academy safety regulations
• Other duties as assigned

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 or preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

A qualified candidate will possess a combination of the following education and/or equivalent experience:

• Knowledge of database software, specifically Tessitura or Raiser’s Edge
• 1 year or more experience in a Development Department or Fundraising Office
• Knowledge of Microsoft Word, Excel, Google Docs

Knowledge, Skills and Abilities

• Highly developed attention to detail, as well as the ability to achieve deadlines
• Ability to work independently on projects as well as a collaborative team player
• Able to effectively problem-solve, prioritize and complete multiple tasks
• Possess good analytic and mathematical skills
• Good communication skills in order to respond via phone and email to donor inquiries
• Able to maintain confidentiality of sensitive informationand use good judgment
• Ability to work occasional nights and weekends
• Demonstrated experience in database and spreadsheet applications
• Excellent word processing, proofreading, and organizational skills
• Ability to compose error-free correspondence

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups or individuals. Bilingual (spoken and/or written) in Spanish, Cantonese, Mandarin, or other non-English language preferred but not necessary.

Physical Demands & Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, and reach with hands and arms, and talk or hear. Must be able to lift 25 lbs. Must be able to perform repetitive motions 75% of the time.