Philanthropy Systems Specialist

Philanthropy Systems Specialist

Allentown, PA, United States

Part Time, $25.00 per hour 

General Description

At Da Vinci Science Center, we’re on a mission to bring science to life and lives to science—and we’re looking for a detail-oriented, tech-savvy Philanthropy Systems Specialist to help make it happen. If you love staying organized, working behind the scenes, and making sure everything runs smoothly, this could be the perfect fit.

In this role, you’ll be a key player on our philanthropy team. You’ll manage our donor database, handle gift processing, generate reports, and support campaigns, events, and communications that connect donors to our mission. You’ll collaborate with leadership, staff, and volunteers who all share a passion for expanding access to STEAM education across eastern Pennsylvania.

The Philanthropy Systems Specialist will provide management for the philanthropy systems.  The Specialist will report to the Director of Philanthropy. 

SPECIFIC JOB RESPONSIBILITIES

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 regular/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 DoP, 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.

• 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 DoP 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 DoP 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 DoP.

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

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, PowerPoint).