Divisional Planned Giving Coordinator

Fundraising & Donor Relations Position

Administrative Support (70%) Participates in the day-to-day operation and maintenance of accurate and confidential databases containing donor and prospect records. Types donor and prospect contact information from field directors and enters data on Inter-Change (donor management system). Performs data entry for all leads on Excel spreadsheets; promptly relays information or messages to field Directors : prepares and mails required correspondence. Responds promptly to field Directors' requests for administrative support. Assists field Directors in obtaining and researching pertinent donor information; prepares donor correspondence for field staff. Completes daily correspondence via telephone, mail, email, etc. by researching required information or relaying requests to the appropriate directors or departments for follow-up and resolution. Answers calls in a professional and pleasant manner. Responds to questions, inquiries and complaints with tact and courtesy. Mails requested booklets to donors and prospects. Maintains regular communication with the Divisional Planned Giving Director and field Directors to ensure the timely flow of documents and information related to donor needs. Performs word processing, data entry, mailing; processes a variety of routine paperwork necessary for office operations; processes incoming / outgoing mail; prepares reports for Divisional Planned Giving Director and up-line management. Maintains inventory of office supplies and orders supplies when needed. Composes thank you letters. Processes gift documents and maintain accurate records of planned gifts in hard copy and digital files; internally and in conjunction with Territorial Planned Giving Department. Adds and maintains accurate gift information on Internal Production Reports and Gift Tracking Sheets. Prepares gift data for DFB review. Prepares and submits completed planned gift packages and reports to Territorial Headquarters monthly. Compiles information from directors for monthly reports. Processes invoices for payments, completes check requests; maintains back up paperwork and files. Prepares and maintains weekly files to include copies of all correspondence, donor reports, and communication with the Planned Giving Directors with a report to the PG team. Performs routine filing of a variety of correspondence and documents. Ensures department hard copy files are maintained in an organized manner in accordance with DHQ and THQ standards. Maintains and uses the bringup filing system. Maintains departmental Procedures Manual. Assists Directors in preparing for seminars and monthly staff meetings. Execute setup and break down of staff meetings held at DHQ; reserve meeting rooms and orders refreshments for lunch. Working alongside Planned Giving Director, coordinates promotional mailing projects with vendors, printers, post office and graphic artist. Creates some marketing materials and coordinates distribution to donors through mailings. Compiles and develop data for mailing lists; responsible for implementing small mailings in-house. Submits marketing reimbursement paperwork to territorial headquarters as required.

Donor Communication / Reporting (30%) : Processes donor surveys. Determines donor's location by Director. Mails requested information and inputs data into Inter-Change. Responsible for sending birthday and sympathy cards to donors. Research files and records to resolve problems or provide requested information from donors, other departments or Territorial headquarters. Compiles information and prepares various reports, and proofs reports for errors to ensure they are grammatically correct. Assists with inviting donors to events and seminars. Compiles packets for conferences, seminars and meetings. When office is notified of donor's death, serves as a liaison with territorial headquarters, DHQ departments, and estate executors and personal representatives. Researches and obtains copies of death certificates and executor information; provides requested information. Submits files to General Secretary.

Other Responsibilities : Occasionally acts as receptionist relief. Performs other duties as assigned.

Qualifications : Education and Experience : Associate degree from an accredited college or university in Business or a related field and three years progressively responsible experience working in a general office. Or Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Knowledge, Skills, and Abilities : Proficiency with Excel spreadsheets, databases, Microsoft Outlook, and Microsoft Office. Knowledge of general office principles, practices, and procedures. Knowledge of The Salvation Army mission, philosophy, and organizational structure. Knowledge of the English language including proper grammar and punctuation. Experience using, or ability to learn, computerized donor management systems such as Blackbaud. Ability to communicate clearly and effectively both orally and in writing. Ability to read and interpret legal documents and contracts. Ability to work independently and with limited supervision. Ability to demonstrative knowledge of all administrative policies and procedures. Ability to review expense requests for accuracy and compliance with budget constraints. Ability to prepare spreadsheets and to maintain computer databases. Ability to compile and report statistical and financial information with accuracy. Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner. Ability to build and maintain effective and professional relationships with employees at Divisional, Territorial and National Headquarters. Ability to maintain the confidential nature of the department. Excellent oral and written communication skills and interpersonal skills. Ability to work well under the pressure of deadlines. Ability to organize and prioritize multiple projects at the same time, meeting quality standards. Ability to meet attendance requirements.