Position Description:
The Alamo is looking for a Donor Administrative Assistant to join the team!
Full-time with benefits, including employer paid medical for the employee, short-term disability, paid time off, paid holidays, and a generous retirement match!
Salary commensurate with experience.
The Donor Administrative Assistant will organize and maintain the donor database (Raisers Edge NXT) for Remember the Alamo Foundation. This position is responsible for accurate gift data entry, ad hoc reporting, financial reports, data integrity, maintenance of constituent records, detailed data analysis, and providing recommendations for increasing the donor giving/base. The Donor Database Administrator will provide technical systems expertise for the Development team to execute annual fundraising goals and comprehensive campaign goals with data driven strategies.
DUTIES, RESPONSIBILITIES & ESSENTIAL FUNCTIONS?
Raisers Edge NXT Database Management
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Oversee a constituent database of approximately 5,000 records Creation and maintain campaigns, funds, appeals, events and all other gift/constituent information that needs to be imported or exported out of Raisers Edge (NXT and database view). Manage the day-to-day gift processing and collaborate with Finance to ensure incoming funds are accurately coded and recorded Manage Raisers Edge NXT gift process: database entry, acknowledgment letters and tax receipt processing within a timely manner
- Establish and execute ongoing processes for data hygiene including regular reviews for duplicate entries, missing acknowledgements, incomplete constituent information, merging and deleting records and more.
- Track donor attribution through Raisers Edge NXT and produce
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Oversee a constituent database of approximately 5,000 records
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Creation and maintain campaigns, funds, appeals, events and all other gift/constituent information that needs to be imported or exported out of Raisers Edge (NXT and database view).
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Manage the day-to-day gift processing and collaborate with Finance to ensure incoming funds are accurately coded and recorded
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Manage Raisers Edge NXT gift process: database entry, acknowledgment letters and tax receipt processing within a timely manner
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Establish and execute ongoing processes for data hygiene including regular reviews for duplicate entries, missing acknowledgements, incomplete constituent information, merging and deleting records and more.
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Track donor attribution through Raisers Edge NXT and produce annual donor acknowledgement lists for publication and special recognition
Donor Relations
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Track and follow-up on questions about funds received, ensuring every donation issue is resolved, accurately recorded and acknowledged
- Update and maintain donor notes, actions, solicitations, and proposals in Raisers Edge NXT
- Organize direct mailing process (year-end appeal and other special mailings), with list management, segmentation, and mail preparation
- Interact with donors in response to inquiries
- Manage miscellaneous procedure and registrations, such as matching gifts, and donor-advised fund portals
Development Operations
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Provide monthly reports of gifts for proper Accounting reconciliation for the Executive Director, Chief Financial Officer, and Chief Marketing Officer
- Participate in staff meetings while taking detailed notes and create an action plan of donor and prospect management.
- Create queries, exports, and customized reports for Development and organizational purposes
- Produce and maintain letter and document templates
- Help Development team members understand NXT capabilities and what data are available, how to create reports and dashboards, and how to get the most from the database to meet the needs of their specific role
- Support the Development team by performing administrative duties as needed including mailings, appeals, event invitations, and email correspondence
- Support and assist with fundraising events, as needed
REQUIRED QUALIFICATIONS
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3 + years of non-profit development and fundraising experience
- 2+ years of technical experience with Raisers Edge
- Demonstrated skills with software and reporting tools (NXT and Database view)
- Exceptional organizational skills with a strong attention to detail
- Highly professional demeanor with the ability to work successfully with a wide array of constituents, including funding partners, board members, program staff, and other stakeholders
- Proven ability to work both independently and as part of a team, is self-motivated and proactive
- Formatting skills and experience using Microsoft Word, Excel
- Demonstrated writing skills, specifically for donor correspondence
- Strong time management skills with the ability to prioritize multiple ongoing projects
- Ability to meet reasonable deadlines and to plan accordingly
- Experience in and successful track record of interacting with donors and supporters
- Position will require occasional evenings and weekends on special events