Development Coordinator/Database Administrator

Position Summary
(Administrative Support) Development Coordinator and Database Administration:

• Coordinates administrative functions for the Development Department, including but not limited to database management, compliance, Achieve It, monthly reconciliation for C3, C4, and PPHP Votes entities, acknowledgment and stewardship support, and special event support.
• Provides executive-level support to the Chief Development Officer and works closely with the Development Committee, Senior Management, and Volunteer leadership and donors and colleagues throughout the PPHP affiliate.

Essential Functions:
Coordinates Administrative Functions for the Development Department:

• Maintains development records and files for the Department.
• Makes arrangements for all department-related meetings, including coordination of time, place, preparatory materials, conference line, and refreshments; coordinates and prepares agendas, attend meetings, records minutes, prepares and circulates minutes, follows-up on items, as needed.
• Keeps track of all department expenses as related to the development and communication budgets.
• Keeps track of development contracts in Meditract and annually updates the development work plan in Achieve It.
• Ensures the Development team is alerted to any donor issues or concerns; handles any donor credit card issues and renewals.

Assist with Gift Processing and Acknowledgements:

• Assumes primary responsibility for daily charitable gift scanning, preparing check log.
• Creating, printing, and mailing acknowledgment letters and ensuring proper team members.
• Annual review and refresh of annual acknowledgment letters for all entities and events.
• Ensures the development team is made aware of any gift reporting or special requests from donors stated when gifts are received.

Database Responsibilities:

• Inputs daily donations in Salesforce and ensures donor contact information is complete and accurate.
• Prepares all database-related reports, queries, and lists and works with PPFA to ensure accuracy.
• Produce monthly campaign reports for reconciliation with Finance Department for PPHP, PPHP Action Fund, and PPHP Votes.
• Is cross-trained to produce all lists and data for CEO Reports, Insider News, and donor solicitation mailings.
• Maintains auditor binder for gifts that are $5,000 or greater for annual audit.
• Works with Finance to complete the Development portion of the AARF pieces annually for PPFA.

Donor Relations and Stewardship:
Oversees the Sustainer Program ensuring all records and files are kept up to date, ensures there are no payment interruptions.
Oversees the Donor Thank-You Call Program: In supporting and maintaining the Culture of Philanthropy, ensures development volunteers and staff are actively and purposefully engaging assigned donors.
As assigned, assists with stewardship reports for individual donors, specifically those with directed or programmatic giving.
Works with CDO & Development Team to further the PHP Legacy Society through events, marketing, and donor relations.

Fundraising Coordination:

• Schedules individual meetings with CDO and each C3 and C4 Board Member throughout the year and monitors all Board Giving to ensure 100% participation.
• Works with CDO & Development team on the administration duties for the Development Committee; coordinates meeting schedule with chairs distributes and writes all meeting minutes, handles logistics for in-person meetings.
• Oversees the Annual Employee Campaign in coordination with the Development team.
• Oversees the Grateful Patient Program in coordination with the Development team.

Non-Essential Functions:

• Works with the Chief Development Officer to ensure the smooth functioning of the Development Department as needed.
• Assumes additional responsibilities as assigned by the Chief Development Officer.
• Regularly checks personal PPHP email account for important affiliate-related communications, at least every 24 hours within a usual 5-day work week.

Qualifications: Skills, Experience, Education, and Licensure:

• Bachelor’s degree and 2 years of experience as an assistant for senior management in a Development Department or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Knowledge of computer software including Microsoft Office and Salesforce.
• Excellent communication and organizational skills, including priority-setting and decision-making ability.
• Excellent writing and proofing skills.
• Good organizational skills, with strong attention to detail and accuracy.
• The initiative, ability to work independently and under pressure.
• Excellent interpersonal skills and ability to work with staff, volunteers, and the community.
• A high degree of integrity, discretion, and tact.
• Ability to work flexible hours including evenings and weekends, as needed.
• Commitment to the goals of Planned Parenthood. Cultural Awareness.