Philanthropy & Board Systems Specialist

General Description

The Philanthropy & Board Systems Specialist will provide management for the philanthropy systems and administrative systems support to Executive Director / CEO Office.  She will report to the Director of Development and take direction from the Executive Director / CEO for activities in their areas.  The Director of Development (DoD) will conduct her annual evaluation with input from the CEO.  This position is responsible for the management of database systems, maintenance, and reporting for the Philanthropy Department; gift processing, recognition, and donor/prospect communication for the Philanthropy Department; providing general administrative support for the Board of Trustees ; and coordinating Da Vinci meetings with trustees, community partners, donors, and prospects for the CEO and Director of Development.

SPECIFIC JOB RESPONSIBILITIES

Philanthropy Department:  70%

1.       Database Supervision

• Serve as CRM administrator including creating and updating constituent records, maintaining security groups, maintaining active campaigns, funds, and appeals, coding special groups (Leonardo Society, Trustees, etc.), and configuration (adding constituent codes, editing drop down menus, etc.)

• Research & identify corporate, foundation and individual prospects. Provide donor/prospect information and history for philanthropy team and other DSC leaders from NXT and outside sources. When needed, provide a summary of activity and/or other information to support relationship activity.

• Enter planned asks, notes, proposal information, and meeting info provided by officers, committee members and volunteers.

• Train all necessary Da Vinci employees on database; maintain digital library of training resources.

• Follow-up with pledge commitments and past due pledges in coordination with officers and Finance Department.

• Prepare and maintain officer dashboards to show progress of campaigns, annual or capital.

• Reporting to include regularly/quarterly donor queries, lapsed donors, retention patterns, giving trends, and fundraising performance to date with forecasts through year end.  Provide analysis/leads regularly for philanthropy team and other solicitation partners on current/potential/lapsed donors to retain/increase giving from existing donors and develop new donors. 

2.       Gift Processing

• Work closely with the Finance department to accurately enter gifts, pledges, gifts in-kind, matching gifts, and United Way contributions to the appropriate fund.

• Manage pledge reminder process to facilitate Finance Department invoicing process.

• Approve online gifts through Blackbaud Merchant Services (serve as admin on the BBMS account).

• Serve as Philanthropy liaison with Finance Office to regularly reconcile gifts and pledges with Finance.

• Work with DOD, Finance Office and officers to ensure all gifts are acknowledged in a timely manner with appropriate recognition and appreciation.

3.       Project Facilitation

• Support planning for campaign launches, special events, donor/partner receptions, and annual WISE Forum, STEAM Celebration and Science Soiree events.  Attend planning meetings as time permits, based on location most involvement will be virtual. (I can still commit to helping with events, but not sure if I will have time to attend all committee meetings for WISE and STEAM)

• Work with philanthropy and marketing teams to maintain, create, and distribute invitations, announcements, and philanthropy communications to the public, and ensure donor recognition in the center and on the website is current.

• Communications include Peer-to-Peer campaigns and donor and prospect direct email.

• Donor recognition in the Center may include the Donor Wall and exterior and interior signage recognizing naming of spaces (including but not limited to building, galleries, exhibit areas, individual exhibits, and classrooms/workshops).

• Philanthropy-related website updates include maintaining up-to-date sponsor/donor recognition and planned giving sites. 

4.       Philanthropy Office Administrative Support

• Monitor and maintain department expense and revenue budgets; regularly reconcile with Finance and report to DOD any expenditure limitations and revenue results to goal.

• Coordinate meetings, prepare talking points, assemble presentations and full meeting prep for board members, philanthropy committee volunteers and staff per DOD and other officers.

• Maintain master philanthropy calendar to maximize donor cultivation/stewardship, retention and growth, and ensure events and mailings stay on track.  Special focus on regular communications with top donors and partners. 

• Organize volunteer assignments, follow-up and assist in all aspects of volunteer-led events.

• Schedule all tours for philanthropy team with prospects.

• Prepare agendas and material for any philanthropy committee/donor meetings.

• Document and distribute meeting minutes, tasks, and assignments.

• Prepare philanthropy communication with Philanthropy Committee and trustees under direction of DOD.

• Monitor philanthropy activity to ensure completion of committee and board tasks. 

Executive Director/ CEO Office Administrative Support:  30%

• Provide overall administrative support for the Board of Trustees.

• Provide support for board and committee meetings:  coordinates meeting schedules with attendees, sends out meeting notifications, schedules room(s), arranges refreshments, prepares meeting materials, and circulates minutes as appropriate.

• Establish and keep up to date a board portal to communicate with trustees and manage board and committee meetings.  

• Maintain corporate records, including all board and committee meetings in online files.  Maintain digital copy of board and committee meeting minutes.

• Routinely update master board list, contact information, and terms of office; Inform Marketing \ and Philanthropy Departments of trustee and officer changes.

• Maintain records on trustee performance and email individual reports to trustees annually.

• Assist with planning internal and external meetings with board leadership, Allentown School District, and those involving multiple parties, including scheduling, notification to participants, preparation of meeting materials as needed, and room and online scheduling.

Education Requirements

• Associate degree expected, Bachelor’s degree preferred.

• Minimum of 4 years’ experience with databases; experience with a development database required, preferably Raisers Edge/NXT.

• Minimum of 4 years supporting development for non-profits, campaign and event support preferred.

• Experience communicating with individuals in leadership positions e.g. trustees and corporate executives, and community leaders.

• Familiar with basic accounting functions.

• Knowledge of online and social media communication and research tools.

• Excellent writing skills.

• Strong organizational and problem-solving skills; ability to multitask.

• Ability to maintain confidential information.

• Advanced proficiency in MS Office (Excel, Word, Power Point).