Development Services Assistant

Philabundance; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 35,000 - 52,000; Full time

Job summary

Philabundance is seeking a Development Services Assistant to support the Development team. Responsibilities include database clean-up, donor records management, and basic gift entry, with heightened activity during the holiday season.

The role involves customer service, donor relations, and assisting with fundraising events, requiring 1+ year of admin experience, strong Excel skills, and comfort working evenings/weekends as events demand.

Qualifications

• Minimum of one year of administrative experience, preferably in non-profits.
• Raiser’s Edge experience preferred. Advanced Microsoft Office proficiency, especially Excel, is desired.
• Demonstrate a proactive approach and a professional, enthusiastic, and positive attitude.
• Exceptionally well-organized and a proven track record of being detail-oriented.
• Ability to work independently, as well as part of a team.
• Willingness to work evenings and weekends as events require.

Responsibilities

• Database maintenance and clean-up tasks (gift entry, donor records, and related data upkeep).
• Customer service and donor relations, including responding to inquiries via phone/email and updating donor records.
• Support fundraising events and provide occasional entry of batch data for auditors.
• Assist in pulling batch data for Philabundance’s annual financial auditors.
• Other duties as assigned.

Skills

Administrative experience

Non-profit experience

Communication skills

Proactive approach

Detail-oriented

Teamwork

Education

High School Diploma or GED

Tools

Raiser's Edge

MS Office

Job description

The Development Services Assistant is responsible for primarily assisting both Specialist roles in Dev Services. Assigned roles will include year-round attention to database clean-up projects, customer service requests, fundraising event support, and basic constituent/gift entry. This position will be especially integral to the success of the department during the holiday season (October 1 - January 31).

• Accountability: reliable, honest, and transparent; regularly makes commitments and takes ownership of responsibilities.
• Effective Communication: conveys information clearly, with respect and integrity, using a professional manner and the appropriate means and channels for audience and subject matter.
• Agility: maintains efficiency in a changing work environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.
• Quality: Work is organized, accurate and neat. The employee displays a commitment to excellence, checks work and learns from mistakes and seeks feedback to improve quality as needed.
• Engagement: contributes to the success of the organization by embracing teamwork, taking initiative on tasks and problem-resolution, and seeking out learning opportunities.

Essential Duties and Responsibilities:

Database Maintenance and Clean-up (40%)

• Constituent primary address NCOA updates. Lists provided after each Allegiance direct mail initiative (~15 mailings/year).
• Adding solicit codes to RE records and Allegiance suppression lists per donor requests made via phone call, email, etc.
• Aid Dev Services Specialists in checking the accuracy of committed gift entry batches and adding soft credit, tribute data, etc. after initial keying.
• Creating new constituent records with a focus on records that are needed for immediate gift entry (i.e. BOLOs, DAFs, and Honoree/Memorials).
• Participant entry in RE Events Module for Development fundraising event attendee RSVPs.
• Scanning, uploading, and filing (digital & paper) gift back-up documents with a focus on donations 5k+
• Help in identifying and merging duplicate constituent records in database.
• Amend new and existing addressee/salutations on constituent records consistent following the standard set by current best practices and departmental policies.

Customer Service and Donor Relations (40%)

• Outreach to Square Meal Society (SMS) members whose donation may be in jeopardy of lapsing due to credit card related maintenance.
• Re-issue returned physical mail to donors after researching and updating an accurate primary mailing address.
• Fulfill donor/gift requests requiring specialized care including but not limited to memorial/honoree tributes, planned giving bequests, stock gift transfers, and ACH/Wire instructions.
• Address general donor inquiries via phone and email regarding donations, website troubleshooting, and document these interactions in RE to share with Development staff.
• Create and review gift processing processes (SOP’s) and recommend new ways to increase efficiency and effectiveness.

Other Functions (20%)

• **Work 29 hours during holiday season (October 1 - January 31).
• Support Development programs and activities (specifically 6abc telethon, Zarwin Baum, and any other fundraising initiatives taken on by the department).
• Assist Director of Development Services in pulling batch data at the request of Philabundance’s annual financial auditors.
• Other duties as assigned.

Qualifications

Educational Achievement:

• High School Diploma or GED a plus. Additional formal education is preferred.

Qualifications

Skills/Knowledge/Experience:

• Minimum of one year of administrative experience, preferably in non-profits.

Raiser’s Edge experience preferred. Advanced Microsoft Office proficiency, especially

in Excel, is desired, and ability to learn and use computer software as necessary.

• Demonstrate a proactive approach and a professional, enthusiastic, and positive
• Exceptionally well-organized and a proven track record of being detail-oriented.
• Ability to work independently, as well as part of a team.
• Willingness to work evenings and weekends as events require.

Physical Requirements, Frequency of Tasks:

• Must occasionally lift and/or move up to 20 pounds.
• Occasional prolonged and irregular hours will be necessary.

Working environment:

• Work hours will be in-person onsite at GX unless told otherwise.
• Typical office environment. May occasionally work outdoors in preparation for and attendance at special events.
• The noise level in the work environment is usually moderate.