Development Administrative Specialist

Job Description:

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.