Administrative Assistant - Donation Coordinator

POSITION SUMMARY :

Provide support to team of fund development professionals by performing tasks such as ensuring all gifts are entered into database, acknowledgement of all gifts, prospect research, and preparation of materials for special events.

Employee will be responsible for maintaining, updating, and ensuring accuracy of donor and prospect database. He or she will produce reports, donor lists, and mailing lists as requested.

This is an in office position. This position interfaces with Board members, donors, and PVM staff. There are additional administrative responsibilities that will help the efficiencies of the Foundation.

ESSENTIAL FUNCTIONS :

Essential Duties :

• Process all gifts by recording gift amount and donor information in Raisers Edge in order to document the gift accurately.
• Write and send correspondence to donor within 72 hours as acknowledgement of receipt of gifts using customized, approved forms.

Work with group of resident thank you callers to show appreciation to donors.

• Manage donor and mailing lists by updating contact information in Raiser's Edge to assist with coordinating direct mailing appeals and collateral materials.
• Serve as liaison to and work closely with Finance department on monthly reconciliation of revenue, reports, etc.
• Assist with the development of materials (printed material, presentations, decorations, etc.) for special events and donor recognition events using past events as examples or following instructions.
• Maintain and update prospect portfolios, actions, and reports for all PVM Foundation staff to support successful moves management following established procedures.
• Update and file all donor and prospect records (both in Raiser's Edge and hard copies as required) by collecting information from Foundation staff, Village Administrators, and / or any other material received by Foundation to keep information accurate and current.
• Protect all information (personal, financial, etc.) on donors, prospects, staff, etc. to maintain confidentiality by following procedures.
• Develop and execute plan to acquire list of family contacts at each Village.
• Develop new and innovative forms of donor acknowledgements (annual gift receipt letters and other communications) to promote personalized attention to donors and prospects using creativity and word processing software.
• Develop and analyze reports to support areas of prospect management and fund development utilizing data obtained from Raiser's Edge and other records.
• Conducting research identifying the goals, net worth, history of charitable donations, or other data related to potential individual, corporate, or foundation donors using internet, documents, or other types of resources for prospect research portfolios.
• Monitor membership status of PVM Legacy Society, Sterling Society, and Mission Makers Society, and ensure accuracy and proper acknowledgement using Raiser's Edge.
• Assist with developing plans to retain and cultivate memberships.
• Perform other data entry or database clean-up tasks as assigned.
• Attend and participate in all appropriate departmental / Village meetings and training opportunities in order to keep informed on current information and skill development.

Follow established policies and procedures including but not limited to :

• Presbyterian Villages & Foundation policies and procedures.
• Safety policies and procedures.
• Federal, state and local regulations.
• All other duties as assigned.
SKILLS & ABILITIES :
• Education :
• Education :
• Associate of Arts or Science degree in business, communication, or related Experience equivalent to education will be considered.
• Experience :
• Three to five years' experience managing fund development database.
• Experience and proficiency in Raiser's Edge software, Computer Skills.
• Demonstrate ability to use a PC.
• Demonstrate skill in using word processing, spreadsheet, database, email, & presentation software.
• Certificates & Licenses.

Physical Demands :

• Lift / Carry 10 or less.
• Near Vision.
• Handling / Fingering (typing).
• Work Environment.
• Employee will work in normal office environment.
• Some evenings and weekends.

About Presbyterian Villages of Michigan :

Presbyterian Villages of Michigan (PVM) will be celebrating its 80th Anniversary in 2025 and has long been recognized as a premier provider of senior living and services.

A nonprofit, faith-based organization and recognized leader in the aging field, PVM has many locations, which include independent living, assisted living, skilled nursing, memory care, and stay and play services, throughout Michigan’s Lower Peninsula.

Recognized as an innovative leader, PVM was an early adopter of home and community based services.The organization’s goal has always been to deliver an environment that transforms senior living and services, while enhancing the communities it serves.

PVM is also a leader in helping enrich the lives of those who prefer to remain in their own homes through a variety of home and community based services.

PVM is a co-sponsor of two regional Programs of All-Inclusive Care for the Elderly (PACE), one in Southeast Michigan and the second in Central Michigan.

Combined, these programs serve an additional 1,000 individuals through coordinated care resources that address their medical, social, and physical needs.

In many senior living locations, service coordinators are available to assist residents with accessing services and planning assistance.