Under the direction of the Senior Director, External Relations (SDER) and Director, Donor Relations and Stewardship (DDRS), the Development Administrator provides a full range of administrative and logistical support to assigned programs, including the Conquering Cancer Initiative (CCI), Salk Women & Science (W&S), Stewardship and Donor Relations (SDR), Principal Giving (PG), salon events and other areas as assigned. Tracks, monitors and ensures all activities are completed in a timely and professional manner. Provides donor stewardship coordination, including the editing of detailed donor impact reports and tracking applicable deadlines, support in maintaining donor recognition walls, updating of relevant data in Salesforce database and analysis of existing donor data. Interacts with all levels of the organization, including senior management and faculty, board members, major donors and foundations and other members of the community. Responsible for independent problem-solving and performing duties with a high level of service and the utmost courtesy and confidentiality. Assists with evening and weekend donor events, as needed.
Program and Event Administration (50%)
- Supports the SDER and DDRS in creation and implementation of comprehensive development plan for advisory groups or committees.
- Proactively and independently manages logistical and coordination duties associated with assigned giving programs, including but not limited to CCI, W&S, PG and SDR.
- Acts as liaison to staff, faculty, donors, leadership and other Salk units including Communications, Finance, IT, Events, Facilities Services and Security with regard to logistical and administrative aspects of program management.
- Serves as liaison between Salk and outside entities, including foundations, donors and prospects; high-level community leaders, governmental and community contacts, volunteers, and business executives.
- As a member of the team, builds trusting relationships with volunteers, donors, prospective donors, faculty and staff by attending appropriate meetings and lunches, making donor calls when necessary and being engaged and professional at donor events.
- Partnering with Development Services, provides support with identification of potential contributors to assigned programs through examination of past record of contributors and knowledge of community through database research and analysis.
- Maintains knowledge of current Institute fundraising priorities and research areas as outlined by department and Institute leadership.
- In conjunction with DDRS, maintains and updates all donor honor walls. Consults with Salk departments as necessary, including Communications, Facilities Services, etc.
- Provides event support of assigned programs. Includes CCI annual summit, W&S award receptions, dinners, meetings, salon events and special donor recognition events on the Salk campus and at off-site locations, such as donors’ homes. Acts as liaison with vendors/staff. Ensures vision of SDER and DDRS is supported.
- Responsible for coordinating and organizing major and minor events in support of assigned programs. Handles meeting and event logistical tasks, including drafting correspondence, executing mailings, working with Salk Events staff for catering and décor needs, establishing relationships with vendors and invitees, processing payment requests, arranging travel, tracking and reconciling event budgets, entering event data and preparing collateral and name tags. Serves as volunteer liaison and day-of coordinator, as necessary.
- Assists in organization of direct mail campaigns for respective programs to reach potential contributors. With direction, requests mailing lists, including criteria, from Development Services; schedules collateral development meetings with Communications; ensures timely updates to Salesforce outreach/engagement calendar.
- Working with the Prospect Research Analyst, coordinates prospect and event briefings in preparation for upcoming meetings and events. Conducts preliminary biographical research, submits briefing requests and follows up to ensure timely and accurate reports provided to SDER and DDRS.
- Arranges VIP visits involving board members, committees and faculty with the ultimate goal of strengthening the principal gift-level donor pipeline through the engagement of faculty leaders.
- Maintains portfolio of documents, publications, reference materials and confidential data about fundraising projects for Advisory Committee and internal use for communication with stakeholders and faculty on the progress of programs.
- Provides proper and timely event follow-up, working with Development Services to ensure event data is recorded and used appropriately. Maintains database of information on the outcome of each project and the status of event attendees.
- Working with Development Services, administers gift-related fiscal/budgetary issues and activities, including running year-end reports, reviewing and correcting gift coding, researching gift data and tracking and reporting fund balances and ROI for direct mail campaigns.
- With foundation relations team, completes the following:
- Tracks upcoming foundation proposal deadlines and pending proposals, and notifies appropriate units in a timely manner.
- Assists with the compilation of data for foundation proposals for the purpose of compiling into a comprehensive submission.
- Coordinates the timely preparation of projection budgets for foundation proposals.
- Drafts post-award financial reports.
- Ensures all relevant data for foundation proposals and reports is properly entered and tracked in Salesforce.
- Completes special projects, as assigned.
Fiscal and Administrative Support (35%)
- Provides administrative support to SDER and DDRS. Includes complex calendaring, making travel/meeting/event arrangements, recording meeting notes, running errands and copying/scanning documents as necessary. Books meeting rooms and communicates meeting information to participants.
- Analyzes information from incoming documents and a variety of other sources to ascertain importance to the department. Prioritizes information and briefs SDER and DDRS so that appropriate action is taken. When appropriate, provides background or policy-related information. Makes suggestions for resolutions or independently resolves issues whenever feasible.
- Regularly checks office supply inventory and places orders in accordance with budget allocations and Salk policies and procedures. Acts as liaison to Procurement for orders. Ensures items are received and reconciled against ledger.
- Monitors unit’s office equipment, including computers and printers. Troubleshoots technical issues to determine whether additional service is required. Acts as liaison to IT and Facilities Services for all repairs and maintenance.
- Coordinates internal and external meetings/lunches/site visits/tours with donors, advisory committee members and other VIPs. Ensures the completion of all scheduling, catering, meeting room reservations and distribution of meeting handouts and presentation materials.
- Maintains comprehensive system of records and file management and retrieval for donors, event statistics and follow-up, internal and external communications and travel documents. Establishes tracking system for all requests, issues and correspondence to ensure timely actions.
- Prepares accounting forms, including accounts payable, independent contractors and maintenance agreements, purchase requisitions of supplies and equipment, cash advances, travel, reimbursements and budget adjustments. Completes monthly credit card reconciliation for SDER.
- Processes invoices for assigned programs, including checking for appropriate data (fund and account numbers). Routes for required approvals, copies as needed, sends to Finance for processing and follows up to ensure timely and accurate payment.
- Manages fiscal/budgetary activities and ensures accuracy of data and compliance with all policies and procedures before seeking approval on budgetary reports.
- Completes weekly and monthly budget review and audit-ready reconciliation for assigned budgets, including 219321, 219324, 219307 and 219320 (respective operating/event budgets for Principal Giving, CCI, Donor Relations and Women & Science). Reviews posted expenses and estimates spending for remainder of the fiscal year. Ensures accuracy of all reports before seeking approval. Maintains comprehensive filing system of all financial records.
- Under direction of DDRS, prepares quarterly reconciliation of W&S gifts received in Salesforce against revenue recorded by Finance department. In conjunction with DDRS, acts as liaison to Finance to answer questions, resolve issues and provide any necessary backup information.
Writing and Data Management (15%)
- Drafts, researches and prepares correspondence briefings, letters, follow-up and other materials when necessary. Ensures accuracy of all documents using extreme attention to detail.
- When appropriate, assists with drafting various communications, including donor solicitations, remarks, website copy, gift acknowledgments and other general and fundraising writing tasks.
- Establishes regular communication and coordination, serving as a liaison to Communications in support of assigned fundraising programs, including collaterals, website content and donor recognition at all levels.
- Assists in the preparation of pitch decks and presentations.
- Coordinates background research on prospective donors to ultimately qualify for gifts, working closely with Development Services. Enters and tracks next steps to develop long-term strategies. Helps to recommend effective ways to optimize prospect plans in database and facilitates and tracks activities accordingly.
- Responsible for timely and accurate Salesforce entries, including contact reports, actions, tasks and proposals. Follows up with SDER and DDRS to ensure up-to-date, accurate information in preparation for Frontline Fundraisers and other meetings.
- Reviews, extracts and maintains data on prospects, donors and naming opportunities in the database. Researches, analyzes and prepares reports on giving, including statistical information and giving histories. Develops and runs low- to mid-level reports for review by SDER and DDRS.
- Working closely with Development Services unit, ensures integrity of donor data for assigned constituents. Regularly reviews data to check for any errors, inconsistencies or out-of-date information.
- Tracks applicable deadlines for major donor impact reports. Researches donor records and works with SDER and DDRS to develop and/or edit reports, obtaining and including relevant financial details. Distributes reports by deadline.
- Under direction of SDER, ensures accurate and consistent recording of all major gifts in database, including entering and updating opportunities and attaching all gift agreements and relevant documents in a timely manner.
- With DDRS, maintains and distributes the endowed fund/chair list to Salk leadership as needed.
- 3-5 years of increasingly responsible work experience with a proven track record in coordination and administration, building relationships and assisting with strategic planning.
- Demonstrated experience in producing fundraising and/or other events, and knowledge of principles and practices of events management.
- Experience with budget reconciliation and preparing financial and expense reports.
- Strong, demonstrated organizational and administrative support experience, with ability to prioritize daily operations and projects in order to meet rigid deadlines, ensure smooth workflow and handle multiple tasks simultaneously, often working under pressure and with frequent interruptions while exhibiting extreme attention to detail and maintaining a high degree of accuracy at all times.
- Demonstrated experience with complicated, high-level calendaring, including interacting successfully with major donors, faculty, staff and community members.
- Experience providing strong, customer-oriented service and assistance.
- Experience researching and gathering materials and information for meetings and events and drafting, editing and proofreading correspondence, briefings, donor profiles and reports.
- Demonstrated experience in researching and analyzing information and recommending or implementing appropriate solutions.
- Demonstrated experience using personal computers and a wide variety of software for presentations, written communication, data processing and electronic communication.
- Knowledge of the principles and processes of professional fundraising.
- Experience drafting proposals and other fundraising and administrative documents.
- Development experience with an emphasis on strategic planning, principal giving and donor relations and stewardship.
- Demonstrated skill in utilizing major online databases in fundraising, nonprofit institute environment and other reference sources.
- Demonstrated success in recruiting and working with volunteers.
- Prior experience in a larger (500+) nonprofit organization.
- Bachelor’s degree in relevant field, or equivalent combination of education and experience.
SKILLS AND ABILITIES
- Strong, demonstrated organizational skills with ability to prioritize daily operations and projects in order to meet rigid deadlines to ensure smooth workflow and handle multiple tasks simultaneously, often working under pressure with frequent interruptions while exhibiting extreme attention to detail and maintaining a high degree of accuracy at all times.
- Demonstrated ability to successfully plan, implement and manage fundraising events.
- Ability to execute basic budget reconciliation and prepare financial and expense reports.
- Ability to research, gather and organize information to produce concise reports using relational databases; ability to research topics and summarize findings.
- Proven analytical skills to evaluate information, procedures or situations, define a problem or objective, identify relevant concerns, recognize alternatives and formulate logical and objective conclusions.
- Exceptional written and oral communication skills to prepare reports, summaries, correspondence, briefings, personalized letters and other materials and to communicate clearly and effectively in professional conversation.
- Exceptional interpersonal skills to communicate and interact in a positive, politically correct and effective manner with diverse and demanding clientele, including senior management, faculty and other staff using a high degree of tact, diplomacy and discretion, with emphasis on flexibility and professionalism.
- Ability to communicate extensively and persuasively to be collaborative, facilitative and to accomplish goals in a timely manner.
- Ability to understand Salk science to convey research to donors and while preparing written materials, including proposals.
- Strong demonstrated ability to provide critical analysis, with proven ability to research and present summaries in a succinct manner using realistic expectations.
- Ability to build effective relationships with individuals at every level, including donors, prospects, board members, senior leadership and members of the community.
- Proven ability to work with independence, maintain confidentiality and anticipate problems and needs of department, taking necessary actions to mitigate potential negative effects and proactively assisting where possible.
- Ability to use a high degree of tact, diplomacy and discretion while exercising good judgment with individuals at all levels in person, in writing or by phone with diverse and demanding clientele, with emphasis on flexibility, professionalism and resourcefulness.
- Ability to be goal-oriented, self-motivated, reliable, detail-oriented, articulate and poised, and to possess personal integrity and sound judgment.
- Ability to make excellent decisions and to employ mature judgment with minimal direction, under demanding conditions and/or when confronted with frequently changing priorities.
- Demonstrated skill in using personal computers, related equipment and a wide variety of software packages for presentations, written communication, data processing and electronic communication (MS Word, Excel, www, Outlook, Power Point, and Visio).
- Experience in Salesforce or similar fundraising database.
- Knowledge of the proposal development process and/or experience in assembling and writing complex reports such as stewardship reports and operational plans involving prospect and project research using analytical skills in editing to end-result.
SPECIAL CONDITIONS OF EMPLOYMENT
- Must be willing to work in an animal-related research environment.
- Satisfactory completion of the Institute’s background investigation.
- Ability to work a flexible schedule based on workload and deadlines.
- Ability to travel locally and work after hours for donor visits and events.
- Access to own transportation for business usage.
- Must sign an employee confidentiality agreement.
PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS
This position requires constant adjusting focus, grasping, hearing, keying, hearing, sitting, talking, analyzing, calculating, communicating, reading, reasoning, writing and working inside.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)