Madison Area YMCA
DEVELOPMENT OPERATIONS SPECIALIST
Madison Area YMCA, Madison, New Jersey, us, 07940
POSITION SUMMARY:
Under the supervision of the VP Advancement & Strategic Initiatives and the Development Director, the Development Operations Specialist operates as a core member of the YMCA team to further the philanthropic, financial development, special event, and volunteer activities of the Y. The incumbent is the primary administrator and manager of the primary fundraising software database (Raiser's Edge or similar) and works to cultivate constituents, engage volunteers, steward donors, and generate financial support for the Y's annual, capital and endowment support needs. As such, the incumbent works directly with staff, Board members, leadership volunteers, top-level donors, and other key constituents, exercising confidentiality, discretion, collaboration, and teamwork.
The incumbent is primarily responsible for ensuring accurate capture of information and management of records in the fundraising donor database, including gift processing, database updates, donor acknowledgements. The incumbent is responsible for identifying ways to use our systems and tools strategically to support production of information and reporting needed for ongoing prospect cultivation and donor stewardship. The incumbent is an integral and collaborative member of the Development team, and routinely partners with the Development Director on various projects. The incumbent will support special events for the organization as needed. Under direction from the Development Director, the incumbent will serve as the gift accounting and business manager for the Annual and Capital Campaigns. The incumbent will also be primarily responsible for record keeping all development transactions, particularly tracking relationships with prospects and donors, and assuring completion of timely, accurate donor acknowledgements.
ESSENTIAL FUNCTIONS:
Donor Database Management and Information Administration Is the primary Database Administrator. Ensuring accurate, current data for all confidential donor records Is the fundraising software database subject matter expert (SME); suggesting efficiencies and establishing links to the member database as may be possible Conducts database usage training and providing guidance to fundraising software users to ensure proper capture of information building written protocols for distribution Builds, maintains, and updates data configuration and record keeping structure for key elements of database such as Volunteer, Event, and Prospect records; advising and supporting Development team owners/users on the tools and preparing reports and dashboards as needed Responsible for processing accurate and up-to-date donor data for both Annual and Capital giving. Create new records, gift entries, cash or in-kind, pledges, stock gift conversions, etc. Conducts Capital donor research, and advising and building reporting as needed and directed; participating as needed in capital related research initiatives with direction from Senior Management Assists with researching corporate and foundation grant opportunities, as well as materials needed for proposal creation. Provides support for expenses and Amex reports for the Development Team at the end of each month. Responsible for maintaining a high functioning relationship with fundraising software vendor (Blackbaud or other) and acquiring the requisite skills to expertly manage all applicable software in use. Serves as gift accounting manager for all gifts. Completing tally sheets, weekly gift reports, batch and single gift processing and acknowledgements, donor prospect lists, solicitor and database reports, pledges, etc. Prepares batch deposits, online deposit entries, cash/credit deposits and reconcile all gifts with finance Drafts and prepare acknowledgement letters and matching gift forms and submissions Maintains current donor records and data standards and suggesting improvements Produces ad-hoc reports and queries regularly Establishes Staff Appeal components and record keeping Tracks all Staff donations and Pledges for the Annual Campaign Development Department Administration :
Support the broad range of Development Department functions, including the following:
Effectively managing and directing administrative duties such as record keeping, mailings, and filing to support the Development Department and campaign operations. Assist in the delegation and management of support tasks to supplement support resources and volunteers as needed Executing components of Annual Fund and Major Gift events, donor dinners and other events that might be scheduled, including revenue and expense tracking, and assist in the direction of support staff to help with event meeting preparation, event supplies and purchasing and committee support. Special Event Development Support: Keep up-to-date and accurate records of all event tracking sheets such as sponsor lists, participants, Gift in Kind donations, dinner guests, and all RSVPs Update all event related information in fundraising software Support the Development Team by conducting outreach and follow up and securing Gift in Kind donations as directed by the primary event manager. Coordinate and manage the sale of any 50/50 raffles Manage signage inventory and order of signage and materials for event Supporting direct mail appeals, materials, and record-keeping. Participating in the annual audit process by gathering required materials. Supporting donor and cultivation receptions with invitation lists, R.S.V.P.'s and other duties. Attending as required committee, campaign, event, and staff meetings. Participating in professional trainings and/or conferences. Represent the Y at community and Y events as required. Working with Finance and Membership departments at month-end to reconcile monthly expense and revenue for Development, and expenses for marketing department. Volunteer and Event Management Support:
Provide additional support to events and volunteer-related activities as needed such as:
Serving as a key team member for volunteer staffing, planning and execution, including any special events. Ensuring accurate volunteer and events information capture in fundraising database to assure optimal reporting, communications, coordination, and cultivation of our growing volunteer corps. Providing outreach and RSVP contact support as needed to fulfill volunteer needs for fundraising-related YMCA events. Philanthropy:
All YMCA staff are accountable for understanding the organization's charitable status and mission to assure access for all through fundraising and philanthropy.
Responsible for identifying and recruiting volunteers for the annual campaign, building strategic relationships with members for year-round member cultivation to increase the number of member donors, and directly and personally participating in campaign efforts and ongoing fundraising. Hold staff accountable for participating in the annual campaign and identify and recruit member volunteers. YMCA LEADERSHIP COMPETENCIES: TEAM LEADER
Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fund-raising.
Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance, and support.
Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.
Personal Growth: Shares new insights. Facilitates change, and models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology
QUALIFICATIONS:
Bachelor's degree preferred, or equivalent experience. Two or more years of experience with fundraising database administration managing donor records. Raiser's Edge experience is preferred. Knowledge of the YMCA's position in the community. Previous non-profit experience is a plus. Ability to work appropriately and effectively with a variety of important and high-level constituents. Maturity, judgment, diplomacy, and discretion are required. Excellent written and verbal communication skills, with the ability to write reports, letters and business correspondence. Competent with numbers, basic math, cash handling and entry-level bookkeeping practices. Proficient in Microsoft Word, Excel, and Power Point; familiar with internet navigation, research, and online giving. Detail oriented with a strong work ethic and integrity. Ability to prioritize competing demands. Flexibility and adaptability required. Models relationship-building skills in all interactions. WORKING CONDITIONS:
Ability to work more than a 40-hour week with irregular work hours including evenings and weekends. Ability to walk, stand, and sit (including on the floor) for long periods of time while maintaining alertness for several hours at a time. May also require bending, kneeling, leaning. Potential exposure to communicable diseases and bodily fluids is possible. Able to administer first aid. Must be able to lift and carry up to 30 pounds. Ability to speak concisely and effectively communicate. Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency. Ability to view/enter data for long periods of time.
Under the supervision of the VP Advancement & Strategic Initiatives and the Development Director, the Development Operations Specialist operates as a core member of the YMCA team to further the philanthropic, financial development, special event, and volunteer activities of the Y. The incumbent is the primary administrator and manager of the primary fundraising software database (Raiser's Edge or similar) and works to cultivate constituents, engage volunteers, steward donors, and generate financial support for the Y's annual, capital and endowment support needs. As such, the incumbent works directly with staff, Board members, leadership volunteers, top-level donors, and other key constituents, exercising confidentiality, discretion, collaboration, and teamwork.
The incumbent is primarily responsible for ensuring accurate capture of information and management of records in the fundraising donor database, including gift processing, database updates, donor acknowledgements. The incumbent is responsible for identifying ways to use our systems and tools strategically to support production of information and reporting needed for ongoing prospect cultivation and donor stewardship. The incumbent is an integral and collaborative member of the Development team, and routinely partners with the Development Director on various projects. The incumbent will support special events for the organization as needed. Under direction from the Development Director, the incumbent will serve as the gift accounting and business manager for the Annual and Capital Campaigns. The incumbent will also be primarily responsible for record keeping all development transactions, particularly tracking relationships with prospects and donors, and assuring completion of timely, accurate donor acknowledgements.
ESSENTIAL FUNCTIONS:
Donor Database Management and Information Administration Is the primary Database Administrator. Ensuring accurate, current data for all confidential donor records Is the fundraising software database subject matter expert (SME); suggesting efficiencies and establishing links to the member database as may be possible Conducts database usage training and providing guidance to fundraising software users to ensure proper capture of information building written protocols for distribution Builds, maintains, and updates data configuration and record keeping structure for key elements of database such as Volunteer, Event, and Prospect records; advising and supporting Development team owners/users on the tools and preparing reports and dashboards as needed Responsible for processing accurate and up-to-date donor data for both Annual and Capital giving. Create new records, gift entries, cash or in-kind, pledges, stock gift conversions, etc. Conducts Capital donor research, and advising and building reporting as needed and directed; participating as needed in capital related research initiatives with direction from Senior Management Assists with researching corporate and foundation grant opportunities, as well as materials needed for proposal creation. Provides support for expenses and Amex reports for the Development Team at the end of each month. Responsible for maintaining a high functioning relationship with fundraising software vendor (Blackbaud or other) and acquiring the requisite skills to expertly manage all applicable software in use. Serves as gift accounting manager for all gifts. Completing tally sheets, weekly gift reports, batch and single gift processing and acknowledgements, donor prospect lists, solicitor and database reports, pledges, etc. Prepares batch deposits, online deposit entries, cash/credit deposits and reconcile all gifts with finance Drafts and prepare acknowledgement letters and matching gift forms and submissions Maintains current donor records and data standards and suggesting improvements Produces ad-hoc reports and queries regularly Establishes Staff Appeal components and record keeping Tracks all Staff donations and Pledges for the Annual Campaign Development Department Administration :
Support the broad range of Development Department functions, including the following:
Effectively managing and directing administrative duties such as record keeping, mailings, and filing to support the Development Department and campaign operations. Assist in the delegation and management of support tasks to supplement support resources and volunteers as needed Executing components of Annual Fund and Major Gift events, donor dinners and other events that might be scheduled, including revenue and expense tracking, and assist in the direction of support staff to help with event meeting preparation, event supplies and purchasing and committee support. Special Event Development Support: Keep up-to-date and accurate records of all event tracking sheets such as sponsor lists, participants, Gift in Kind donations, dinner guests, and all RSVPs Update all event related information in fundraising software Support the Development Team by conducting outreach and follow up and securing Gift in Kind donations as directed by the primary event manager. Coordinate and manage the sale of any 50/50 raffles Manage signage inventory and order of signage and materials for event Supporting direct mail appeals, materials, and record-keeping. Participating in the annual audit process by gathering required materials. Supporting donor and cultivation receptions with invitation lists, R.S.V.P.'s and other duties. Attending as required committee, campaign, event, and staff meetings. Participating in professional trainings and/or conferences. Represent the Y at community and Y events as required. Working with Finance and Membership departments at month-end to reconcile monthly expense and revenue for Development, and expenses for marketing department. Volunteer and Event Management Support:
Provide additional support to events and volunteer-related activities as needed such as:
Serving as a key team member for volunteer staffing, planning and execution, including any special events. Ensuring accurate volunteer and events information capture in fundraising database to assure optimal reporting, communications, coordination, and cultivation of our growing volunteer corps. Providing outreach and RSVP contact support as needed to fulfill volunteer needs for fundraising-related YMCA events. Philanthropy:
All YMCA staff are accountable for understanding the organization's charitable status and mission to assure access for all through fundraising and philanthropy.
Responsible for identifying and recruiting volunteers for the annual campaign, building strategic relationships with members for year-round member cultivation to increase the number of member donors, and directly and personally participating in campaign efforts and ongoing fundraising. Hold staff accountable for participating in the annual campaign and identify and recruit member volunteers. YMCA LEADERSHIP COMPETENCIES: TEAM LEADER
Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fund-raising.
Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance, and support.
Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.
Personal Growth: Shares new insights. Facilitates change, and models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology
QUALIFICATIONS:
Bachelor's degree preferred, or equivalent experience. Two or more years of experience with fundraising database administration managing donor records. Raiser's Edge experience is preferred. Knowledge of the YMCA's position in the community. Previous non-profit experience is a plus. Ability to work appropriately and effectively with a variety of important and high-level constituents. Maturity, judgment, diplomacy, and discretion are required. Excellent written and verbal communication skills, with the ability to write reports, letters and business correspondence. Competent with numbers, basic math, cash handling and entry-level bookkeeping practices. Proficient in Microsoft Word, Excel, and Power Point; familiar with internet navigation, research, and online giving. Detail oriented with a strong work ethic and integrity. Ability to prioritize competing demands. Flexibility and adaptability required. Models relationship-building skills in all interactions. WORKING CONDITIONS:
Ability to work more than a 40-hour week with irregular work hours including evenings and weekends. Ability to walk, stand, and sit (including on the floor) for long periods of time while maintaining alertness for several hours at a time. May also require bending, kneeling, leaning. Potential exposure to communicable diseases and bodily fluids is possible. Able to administer first aid. Must be able to lift and carry up to 30 pounds. Ability to speak concisely and effectively communicate. Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency. Ability to view/enter data for long periods of time.