Development Administrative Specialist

Job Descriptions:

Position Summary:

The Development Administrative (Admin) Specialist provides essential administrative, operational, and coordination support to the Development department, helping ensure the efficient execution of departmental activities throughout the fiscal year. Working in conjunction with the Director of Development, this role is responsible for coordinating and completing assigned administrative tasks related to donor records, communications, fundraising activities, data management, documentation, and day-to-day department operations.

Essential Job Functions and Responsibilities:

1. Serve as an integral part of the Development team’s innovation and execution by serving in an active role for each campaign and appeal being executed throughout the year.

2. Perform high-volume gift and donation entry in the CRM system, maintaining accurate records and ensuring timely processing of acknowledgements, tax documentation, thank-you letters, and related communications.

3. Compile department metrics (weekly, monthly, annually) and continuously monitor the progress of the Development team towards annual metric goals.

4. Prepare, organize, and distribute Development documents, reports, correspondence, presentations, forms, and other departmental materials as needed.

5. Serve as the department’s primary CRM resource, including generating customized reports, maintaining the database, and coordinating with the CRM customer service team.

6. Direct responsibility for the growth and maintenance of Tommy Nobis Center’s Third-Party fundraising campaign. This includes leading the campaign’s fundraising appeals, as well as prospecting, developing, and implementing new opportunities annually.

7. Support Tommy Nobis Center’s Vehicle Donation program as a secondary contact, including accepting vehicle donations online and in person and addressing or escalating donor questions as needed.

8. Coordinate support for Development events and committees, including preparing meeting materials, taking meeting minutes, maintaining committee records, and regularly updating and monitoring spreadsheets containing key gift, sponsorship, and donor data.

9. Coordinate with Communications staff on all Development-related communications, including website content, email communications, social media, direct mail, and other print and digital materials.

10. Cultivate, track and secure all in-kind gifts for Tommy Nobis Center throughout the fiscal year.

11. Maintain organized digital and physical records for tracking, reference, and historical purposes.

12. All other duties as assigned.

Required Experience:

Education:

• Degree in Business Administration/Management, Communications, Nonprofit Management, or a related field preferred.

• Two or more years of administrative, office, development, fundraising, or related experience preferred.

• Equivalent combination of education, training, and experience may be considered.

Other Qualifications or Requirements:

• Mission driven, guided by core values and a pleasure to work with.

• Ability to take ownership of assigned projects, independently manage details and timelines, identify resources and solutions, resolve issues, and follow through to successful completion with minimal direction.

• Must be highly organized and accurate in completing work assignments, with heightened attention to detail.

• Experience working with CRM or donor database systems.

• Strong customer service skills, with the ability to communicate professionally and effectively with internal employees and external customers/donors by phone, online, and in person. This includes exemplary oral and written communication.

• Proficiency in office administrative practices, procedures, and technology, including standard office equipment and digital tools used to support day-to-day operations.

• Excellence in analytical skills, with the ability to analyze and summarize data for reporting and decision-making.

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook & PowerPoint.

• Must pass a drug screen and background check.

• Eligibility to work in the United States.

Special Skills/Abilities:

Interpersonal: Ability to work independently as well as within a team environment.

Written

Communications: Ability to write to maintain quality documentation and communicate in a professional manner. Ability to proofread and edit documents.

Analytical: Ability to organize work and priorities.

Oral Communications:

Strong verbal communication skills required to effectively communicate with a broad range of individuals.

Leadership: Ability to make quick and independent decisions when dealing with inquires.

Organizational: Must have very good planning and organizational skills.

Problem-Solving:

Strong problem-solving skills needed to overcome daily situations that occur in a development office environment.

Declaration:

This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change at any time.

Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Keyword: Development Specialist - Grant Writer

From: Tommy Nobis Center