Development Department Administrator

Key Responsibilities

• Provides administrative support for the Development department, including meeting coordination, supply ordering, invoice processing, inventory management, and event logistics
• Maintains the donor database by updating donor details, contact information, relationship links, and other constituent records
• Manages and coordinates the Chief Development Officer’s calendar, ensuring accurate scheduling and timely coordination of meetings
• Accurately processes donations and grants, ensuring the integrity of donor and financial records
• Prepares, edits, and personalizes donor acknowledgment letters consistent with department standards
• Generates and distributes daily gift reports and coordinates timely donor recognition
• Reconciles gifts, produces contributed income reports, and processes deposits in accordance with audit standards
• Serves as the first point of contact for donor and public inquiries, providing professional, donor-centered service
• Captures and coordinates in-kind donations and supports donor events and special projects
• Affords assistance with budget tracking, invoice processing, purchase card coding, and other financial recordkeeping
• Acts as a problem-solving liaison across divisions to keep department operations running efficiently

Qualifications

• An Associate degree in business administration, nonprofit management, communications, public relations, marketing, or a related field is required; a Bachelor’s degree is preferred
• Minimum two years of experience in administrative support, database management, finance, customer service, donor relations, nonprofit administration, or fundraising operations preferred
• An equivalent combination of education, training, and directly transferable experience will be considered
• Valid driver’s license
• Experience with Raiser’s Edge or similar CRM/donor database
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and Adobe Acrobat
• Basic accounting skills and familiarity with financial procedures
• Experience operating office equipment (printers, scanners, mailing systems) and organizing both physical and digital documents
• Excellent writing and editing skills, particularly for donor communications
• Strong attention to detail and accuracy in data entry and financial reporting
• Skilled at prioritizing and managing multiple responsibilities with strong organizational habits
• Professional, donor-centered approach with excellent interpersonal skills
• Discretion and sound judgment in handling confidential information
• Ability to work independently and collaboratively across departments