Development Specialist

Coordinated Care Services, Inc.; City of Rochester (NY); On-site; USD 25,000 - 28,000; Part time

Job summary

Ability Partners Foundation in Rochester, NY seeks a Development Specialist to support fundraising activities, including donor database management and event support. The role emphasizes grant writing, donor stewardship, prospect research, and meticulous data handling.

The position is part-time (20 hours/week) for 12 months, with a flexible schedule that may require evenings and weekends to align with fundraising events and donor engagement activities.

Qualifications

• One to three years of experience in non-profit development, fundraising, grant writing, donor relations, prospect research, database management, or a related field.
• Experience with grant writing, donor stewardship, prospect research, or fundraising is strongly preferred.
• Demonstrated ability to independently manage multiple projects, deadlines, relationships, and priorities.
• Strong research, writing, organizational, and project-management skills.
• Experience using donor databases, CRM systems, spreadsheets, or other systems to track relationships, activity, and follow-up.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong verbal and written communication skills, with the ability to communicate professionally with donors, community members, staff, and funding organizations.
• Demonstrated ability to work independently, anticipate needs, take initiative, and follow projects through to completion.
• Strong attention to detail and demonstrated ability to maintain accurate records.
• Ability to manage confidential information with discretion and professionalism.
• Flexibility to work occasional early mornings, evenings, and weekends in support of fundraising events and donor engagement activities.

Responsibilities

• Coordinate and execute timely donor acknowledgments and thank-you communications.
• Monitor donor activity and proactively identify follow-up opportunities.
• Maintain detailed and current donor records in the database.
• Develop and maintain donor and prospect profiles.
• Conduct ongoing research on current and prospective donors.
• Prepare donor and prospect information for meetings and solicitations.
• Track and facilitate follow-up activities.
• Support the development and execution of APF’s formal donor engagement and stewardship calendar.
• Proactively research and identify grant opportunities.
• Evaluate grant opportunities and funding sources.
• Maintain an organized grant prospect and deadline tracking system.
• Collaborate with agency leadership and program staff to identify funding needs and develop competitive grant proposals.
• Draft, coordinate, and submit grant applications.
• Manage the grant process from initial research through submission and reporting.
• Track grant awards and reporting requirements.
• Maintain complete and organized grant files.
• Maintain accurate, timely, and actionable donor database information.
• Generate donor, prospect, campaign, and fundraising reports as requested to support development planning and decision-making.
• Maintain development calendars, tracking tools, and systems that ensure deadlines, acknowledgments, proposals, reports, meetings, and follow-up activities are completed on time.
• Coordinate administrative and financial follow-up related to fundraising activities, including purchase orders, check requests, invoices, in-kind donations, vendor communications, and other documentation.
• Identify gaps or opportunities in development processes and recommend improvements that increase efficiency, donor engagement, and fundraising effectiveness.

Skills

Fundraising

Grant writing

Donor relations

Database management

Project management

MS Office

Communication

Independent work

Attention to detail

Discretion

Tools

CRM systems

Donor databases

Microsoft Office

Job description

Job Title:Development Specialist

Location:Ability Partners Foundation – Rochester, NY

Salary:$18.00 – $20.00 per hour

Employment:Part Time/12 Month position – 20 hours per week. Monday through Friday during business hours. Evening and weekend work may be required as job duties demand.

Summary/Objective:

Supports the mission and vision of Ability Partners Foundation (APF) and Ability Partners (AP) agencies ~ CP Rochester, Happiness House, and Rochester Rehabilitation Center in fundraising, grant writing, database management, and administrative support. The main focus of the position is in direct support of Ability Partners Foundation work.

Responsibilities for APF include donor database management and administrative/clerical support, particularly with fundraising events.

Required Education and Experience:

1. One to three years of experience in non-profit development, fundraising, grant writing, donor relations, prospect research, database management, or a related field.
2. Experience with grant writing, donor stewardship, prospect research, or fundraising is strongly preferred.
3. Demonstrated ability to independently manage multiple projects, deadlines, relationships, and priorities.
4. Strong research, writing, organizational, and project-management skills.
5. Experience using donor databases, CRM systems, spreadsheets, or other systems to track relationships, activity, and follow-up.
6. Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
7. Strong verbal and written communication skills, with the ability to communicate professionally with donors, community members, staff, and funding organizations.
8. Demonstrated ability to work independently, anticipate needs, take initiative, and follow projects through to completion.
9. Strong attention to detail and demonstrated ability to maintain accurate records.
10. Ability to manage confidential information with discretion and professionalism.
11. Flexibility to work occasional early mornings, evenings, and weekends in support of fundraising events and donor engagement activities.

Competency Requirements:

• Ability to multi-task and manage multiple priorities and events simultaneously.
• Demonstrated ease and professionalism in working with staff across all departments, individuals served, community contacts, and external vendors
• Proven commitment to high-performance standards in job duties and tasks.
• Sensitive to the needs of people of all abilities.

Responsibilities include but are not limited to:

1. Coordinate and execute timely donor acknowledgments and thank-you communications
2. Monitor donor activity and proactively identify follow-up opportunities
3. Maintain detailed and current donor records in the database
4. Develop and maintain donor and prospect profiles
5. Conduct ongoing research on current and prospective donors
6. Prepare donor and prospect information for meetings and solicitations
7. Track and facilitate follow-up activities
8. Support the development and execution of APF’s formal donor engagement and stewardship calendar
9. Proactively research and identify grant opportunities
10. Evaluate grant opportunities and funding sources
11. Maintain an organized grant prospect and deadline tracking system
12. Collaborate with agency leadership and program staff to identify funding needs and develop competitive grant proposals
13. Draft, coordinate, and submit grant applications
14. Manage the grant process from initial research through submission and reporting
15. Track grant awards and reporting requirements
16. Maintain complete and organized grant files
17. Maintain accurate, timely, and actionable donor database information
18. Generate donor, prospect, campaign, and fundraising reports as requested to support development planning and decision-making.
19. Maintain development calendars, tracking tools, and systems that ensure deadlines, acknowledgments, proposals, reports, meetings, and follow-up activities are completed on time.
20. Coordinate administrative and financial follow-up related to fundraising activities, including purchase orders, check requests, invoices, in-kind donations, vendor communications, and other documentation.
21. Identify gaps or opportunities in development processes and recommend improvements that increase efficiency, donor engagement, and fundraising effectiveness.

Supervisory Responsibility:None

Other Duties:This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Environment:This job involves working in a professional office environment. This role routinely uses standard office equipment.

Physical Demands: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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit, stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 30 pounds.

Travel:Travel is primarily local during the business day but may be expected to work at any of our partner agencies. Some out-of-the-area and overnight travel may be expected.

The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, internal equity, and location.

EEO Statement: The agencies are equal opportunity employers. We do not discriminate against employees or applicants in the hiring, promotion, compensation, placement, termination, layoff, recall, transfer, leaves of absence or any other term or condition of employment on the basis of race, color, religion, sex, sexual orientation, gender orientation/identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran, domestic violence victim status, prior arrest and conviction records or any other protected category in accordance with applicable federal, state and local laws.