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Form of workTwo open Coordinator positions: Development Coordinator and Philanthropic Services Coordinator
Pay Grade B: $21.15 - $25.33
Position Status: Full Time
FLSA Status Non-Exempt
Posting Dates: December 26, 2023 – January 12, 2024
Position Summary:
For the two coordinator positions, one provides administrative support for the Development staff and one for the Philanthropic Services staff. ThePhilanthropic Services Coordinator focuses primarily on impeccable customer service and attention to detail while stewarding KZCF's current donor base. TheDevelopment Coordinator focuses on the identification, education, and cultivation of prospective donors to KZCF that ultimately leads to new levels of giving.
The two Coordinator positions are responsible for managing all administrative activities within their respective department, including maintaining accurate donor records (electronic and paper), gift processing procedures and/or support, organizing compelling donor events, and providing staffing support for project work as assigned. These positions ensure the smooth operation of department processes – from cultivation to stewardship to gift acknowledgments – and provides general office and administrative support for their respective department. These individuals are expected to work collaboratively with other staff, be creative and innovative in looking for continuous improvement and provide new ideas for implementation. The Coordinator positions also serve as an occasional member of the Receptionist team and support to the Chief Philanthropic Officer and advisors.
General Functions & Responsibilities:
Gift Processing/Quality Assurance
- Review and process gifts to KZCF
- Mail gift receipts
- Manage Life Insurance Reminder Process
- Alert relationship managers of significant gifts
Planned Gift & New Fund Support
- Works closely with the Chief Philanthropic Officer and Advisors when setting up new funds, planned gifts, and/or other charitable giving vehicles.
- Drafts Letters of Direction and Planned Giving Memorandums for Advisor/Relationship Manager review.
- Enters all pertinent information for new funds, planned gifts and relationships in Raiser’s Edge, including appropriate documentation.
- Manages the recording of all planned gifts in Raiser’s Edge through all stages of the gift.
- Drafts various letters and other documents on behalf of Philanthropic Services and/or Development team.
Administrative support
- Assures Advisors/Relationship Managers have the proper marketing/informational brochures.
- Responds to inquiries made by donors, prospective donors, nonprofit agencies, professional advisors, etc. as requested by the Chief Philanthropic Officer and Advisors.
- Drafts and coordinates distribution of general communications to donors, prospective donors, nonprofit agencies, professional advisors, etc. as requested.
- Schedules meetings with donors and prospective donors and makes necessary arrangements.
- Proofreads and edits written materials as needed.
- Assists Finance in administrative support as necessary.
Technical/Administrative Support
- Research donor life changes, e.g. new businesses, marriages, divorces, deaths & updates records and alerts Relationship Managers. Maintains accurate records of these changes.
- Develops processes for input, extraction and analysis in the database. Provides reports as requested.
- Research current donor giving potential and prepare comprehensive profiles for use by the Advisors in order to build and/or enhance relationships with donors.
- Maintains files and oversees record retention per Record Retention Policy
- Serves as Secretary to record minutes as needed for department meetings.
Event Support
- Coordinates and assists in the arrangement of meetings and hosted events. Confirms attendance, procures refreshments and executes pre-meeting set-up and post-meeting clean up.
- Compiles post event evaluation and follow up, such as event expense reports or additional mailings.
Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Diversity, Inclusion, Equity, and Anti-Racism:
- Apply an equitable and anti-racist analysis to all functions to achieve organizational goals.
- Embrace, support, and integrate Community Foundation philosophies related to diversity, inclusiveness, and anti-racism with a willingness to acknowledge and address other forms of bias.
- Ability to confront personal, individual, and internal systemic bias regarding race, age, gender, gender- identity, sexual orientation, ability, etc., which will require sharing and discussing personal identities related to the work environment.
- Ability to work and navigate emotionally taxing conversations related to power, privilege, racism, and oppression on a regular basis.
- Must have strong emotional intelligence and resiliency skills to lead and/or actively participate in advancing our work relative to racial, social, and economic justice.
Professionalism:
- Support the mission, vision, and strategic goals, as a part of the Performance Excellence Model of the Community Foundation, to serve both internal and external customers.
- Follow and support Community Foundation policies and procedures.
- Evaluate own performance and assume responsibility for professional development.
- Embrace philosophy of one actively engaged in lifelong learning.
- Demonstrate and models Process documentation for clarity and consistency.
- Maintain current knowledge of all changes affecting area of work.
- Conduct self in a professional manner and follows and support the core values, commitments, and behaviors.
- Maintain appropriate professional appearance and confidentiality.
Engagement/Participation:
- Actively represents KZCF at community-based meetings and events which may require evening and weekend engagement throughout the year.
- Actively participate in meetings, committees, and volunteer opportunities within the organization
- Apply an anti-racism analysis and engage with others in support of learning ways to advance collective DEI understanding and skills.
- Participate as a team member utilizing a collaborative style to achieve mutual goals.
- Provide proactive, creative cross-functional thinking and ideas to enhance services to customers.
- Demonstrate ability to work effectively with others.
Required Knowledge, Skills & Abilities:
- High School diploma or GED
- Advanced computer skills
- Excellent customer service skills
- Excellent verbal and written communication skills
- Ability to support multiple team members
- Ability to work independently and enjoy a variety of routine tasks
- Must be detail-oriented
Preferred:
- Experience working with nonprofit organizations with strong administrative skills
- Experience and passion for creating process improvements.
- Working knowledge of Customer Relation Management (CRM) system, specifically Raiser’s Edge
- Understanding of the basics of giving vehicles and asset types
Physical/Mental Requirements:
- Work in a well-lit, pleasant, smoke-free office.
- Must be able to sit for long periods of time.
- Frequent requirement to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.
- Frequently involves extended workdays and periodically involves irregular work hours.
- Regular group and public speaking.
- Occasional travel and/or overnight work schedules.
- Requires attention to detail and ability to concentrate on figures, paperwork, data, etc.
- Frequent pressures related to meeting deadlines and fulfilling scheduling requirements.
- Frequent distracting influences such as people, phone calls, noise and so forth.
- Frequent simultaneous handling of multiple tasks and intermittent or cyclical work pressures.
- Occasionally requires on-call availability to handle work problems, emergencies/crisis situations etc.
- Occasional work at multiple sites or travel.
Additional Eligibility Qualifications
The Kalamazoo Community Foundation shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include hiring and termination of staff, selecting volunteers, selecting vendors, and providing services.
