Development Administrative Specialist

About the Role

The Development Administrative (Admin) Specialist provides essential administrative, operational, and coordination support to the Development department, helping ensure the efficient execution of departmental activities throughout the fiscal year. This role works closely with the Director of Development to coordinate and complete administrative tasks related to donor records, communications, fundraising activities, data management, documentation, and day-to-day operations.

Responsibilities

• Serve as an integral part of the Development team by actively participating in each campaign and appeal executed throughout the year.
• Perform high-volume gift and donation entry in the CRM system, maintaining accurate records and ensuring timely processing of acknowledgements, tax documentation, thank-you letters, and related communications.
• Compile department metrics (weekly, monthly, annually) and continuously monitor the Development team’s progress toward annual metric goals.
• Prepare, organize, and distribute Development documents, reports, correspondence, presentations, forms, and other departmental materials as needed.
• Serve as the department’s primary CRM resource, including generating customized reports, maintaining the database, and coordinating with the CRM customer service team.
• Lead the growth and maintenance of Tommy Nobis Center’s Third-Party fundraising campaign, including prospecting, developing, and implementing new opportunities annually.
• Support the Vehicle Donation program as a secondary contact, including accepting vehicle donations online and in person and addressing or escalating donor questions as needed.
• Coordinate support for Development events and committees, including preparing meeting materials, taking minutes, maintaining records, and updating spreadsheets with key gift, sponsorship, and donor data.
• Collaborate with Communications staff on all Development-related communications, including website content, email, social media, direct mail, and other print and digital materials.
• Cultivate, track, and secure all in-kind gifts for Tommy Nobis Center throughout the fiscal year.
• Maintain organized digital and physical records for tracking, reference, and historical purposes.
• Perform other duties as assigned.

Requirements

• Degree in Business Administration/Management, Communications, Nonprofit Management, or a related field preferred.
• Two or more years of administrative, office, development, fundraising, or related experience preferred.
• Equivalent combination of education, training, and experience may be considered.
• Mission-driven, guided by core values, and a pleasure to work with.
• Ability to take ownership of assigned projects, manage details and timelines independently, and follow through to successful completion with minimal direction.
• Highly organized with strong attention to detail and accuracy in work assignments.
• Experience working with CRM or donor database systems.
• Strong customer service skills, with the ability to communicate professionally and effectively with internal and external stakeholders by phone, online, and in person.
• Proficiency in office administrative practices, procedures, and technology, including standard office equipment and digital tools.
• Excellence in analytical skills, with the ability to analyze and summarize data for reporting and decision-making.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Must pass a drug screen and background check.
• Eligibility to work in the United States.

Skills

• Interpersonal: Ability to work independently as well as within a team environment.
• Written Communications: Ability to maintain quality documentation and communicate professionally, including proofreading and editing.
• Analytical: Ability to organize work and priorities effectively.
• Oral Communications: Strong verbal communication skills to interact with a broad range of individuals.
• Leadership: Ability to make quick and independent decisions when handling inquiries.
• Organizational: Strong planning and organizational skills.
• Problem-Solving: Ability to address and resolve daily situations in a development office environment.

Work Environment

The work environment involves performing essential job functions typical of an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.