Reports to

Director of Development & Communications

Job Summary

Housing Forward is seeking a part-time assistant who is interested in providing a wide range of database, research, administrative, and general support to Housing Forward’s development team. The Development Assistant will report to the Director of Development and Communications and will support the entire development team.

 

Job Responsibilities

Responsibilities:

Data entry and donation processing

·       Assistant is primary point person for updating, adding and maintaining donor, member and prospect constituent records in the database.

·       With Finance Department staff, responsible for gift entry process. Includes copying checks, tracking weekly batches, and assisting in running financial reports and reconciling deposits.

·       Codes and tracks general donations, tributes, events and foundation gifts.

·       Uploads online transactions (sign ups, profile updates, donations, memberships and event registrations) from online giving systems (Firstgiving and Vanco).

·       Assist with creation of donor lists and other gift queries and reports.

·       Filing all donation-related paperwork and maintaining organized filing systems and electronic folders.

Donor relations

·       Manage donation and foundation gift acknowledgement process (sending thank you notes, tribute/memorial letters and special processing).

·       Answer phone and email inquiries regarding donations.

·       Tracking and reporting on contributions.

Budget tracking and check requests

·       Create, route and file check requests.

·       Track department expenses in budget monitoring system.

·       Assist Director of Development and Development staff with budget reconciliation.

Mailings & mail list maintenance

·       Perform database maintenance and clean-up projects to improve data integrity and database performance.

·       Perform mail merges and assist with solicitation and other department mailings.

·       Post mailings or work with mail house or volunteers to ensure time sensitive mailings are sent.

Responsibilities:

Data entry and donation processing

·       Assistant is primary point person for updating, adding and maintaining donor, member and prospect constituent records in the database.

·       With Finance Department staff, responsible for gift entry process. Includes copying checks, tracking weekly batches, and assisting in running financial reports and reconciling deposits.

·       Codes and tracks general donations, tributes, events and foundation gifts.

·       Uploads online transactions (sign ups, profile updates, donations, memberships and event registrations) from online giving systems (Firstgiving and Vanco).

·       Assist with creation of donor lists and other gift queries and reports.

·       Filing all donation-related paperwork and maintaining organized filing systems and electronic folders.

Donor relations

·       Manage donation and foundation gift acknowledgement process (sending thank you notes, tribute/memorial letters and special processing).

·       Answer phone and email inquiries regarding donations.

·       Tracking and reporting on contributions.

·       Budget tracking and check requests

·       Create, route and file check requests.

·       Track department expenses in budget monitoring system.

·       Assist Director of Development and Development staff with budget reconciliation.

·       Mailings & mail list maintenance

·       Perform database maintenance and clean-up projects to improve data integrity and database performance.

·       Perform mail merges and assist with solicitation and other department mailings.

·       Post mailings or work with mail house or volunteers to ensure time sensitive mailings are sent.

Events

·       Provide administrative support for signature special events (e.g. Gala) including assisting with mailings, phone inquiries, in-kind gift tracking and other clerical duties as designated event managers and Dir. Of Development. Attendance at signature special events is required and may require evening/overnight or weekend work.

·       Assist with general clerical support for the department as assigned by Director of Development.

Grants

·       Researching new grant opportunities, potential funders and corporate strategic partners

·       Assisting in the preparation of grant proposals and letters of inquiry

Marketing/Communications

·       Updating the Agency’s media contact list on an ongoing basis

·       Web Site updates, integration of web presence with Housing Forward’s social media, e-blast emails, e-NEWS and blog for events

 

Ideal Qualities & Experiences

·       Ability to organize and prioritize work

·       Ability to present information concisely and effectively, both verbally and in writing

·       Ability to meet deadlines while managing multiple projects

·       Ability to work both independently and in a team

·       Excellent interpersonal skills

Minimum Qualifications

·       Bachelor’s degree; may be substituted by experience

·       At least two years prior administrative experience, preferably in fundraising/Development Office preferred

·       Prior Experience with a fundraising software and information management: Sage FR 50 a plus

·       Proficiency in Microsoft Office (Word; Excel; PowerPoint) required

Hours of Work

Hours of Work: Part-time equivalent 20 hours/week. This position may require evening or weekend hours, in relation to execution of special events and activities. This position requires the ability to provide own transportation.

Housing Forward is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, or disability. While performing the duties of this job, the employee is regularly required to talk or hear, sit, use hands, reach with hands and arms, stand, walk, walk up and down stairs.