Foundation Development Assistant/Generalist

McGuire Memorial Foundation
Development Assistant

PURPOSE OF POSITION

The Development Assistant provides support for all fund development activities by implementing administrative systems, procedures, and policies and providing support to appeals, campaigns, events and projects for the McGuire Memorial Foundation. S/he collaborates with staff and volunteers to ensure that current, accurate and timely communications, project management, record keeping, and office systems are utilized for greatest efficiency. The Deveolpment Assistant is responsible for maintaining the donor database for the Foundation, and provides regular reports to the staff and board committees regarding donor participation. Essential duties and principal responsibilities include but are not limited to:

Reports directly to Director of Development and Operations

PRINCIPAL DUTIES/GOALS

Serves as a point of contact by providing information and answering questions and requests via email, phone or correspondence in a professional and timely manner.

Maintains and manages donor records in Blackbaud - Raiser’s Edge and provides reports, queries and letters as directed.

Works with McGuire Administrative Services accounting department to code donations properly and review finances. Handles all bank deposits, payment of invoices, filing of statements, credit card payments and scanning of receipts.

Processes all meeting confirmations, event registrations, donor acknowledgements and other letters in a timely manner.

Sends out all meeting invitations, reminders and corresponding documents.

Updates committee lists and agendas and all associated materials such as letterhead.

Oversees all mailings and sorts, distributes or routes incoming mail as directed. Regularly checks Post Office Box. Delivers mail and packages to the post office or other distributor.

Functions as the “recording secretary” for all board meetings and committees, ensuring that accurate minutes are maintained and that all relevant documents are created, distributed and approved.

Assists the Directors by serving as a source of information for the preparation of grants and reports by gathering, creating, analyzing and filing critical information.

Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques; and keeping leases up-to-date.

Ensure state solicitation licenses and other event licenses up to date by working with our insurance provider

Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; and maintaining purchase order systems.

Processes credit card transactions via phone or at events.

Submits RFPs and maintains professional relationships with vendors to ensure the highest quality at the lowest costs.

Maintains order and cleanliness of administrative offices and office storage areas.

Tracks all projects accurately and maintains filing systems (electronic and/or paper).

Assists with pre and post-event duties and attends all McGuire Memorial special events which include, but is not limited to, McGuire Memorial’s Auction, Golf Outing, Car Cruises, Wine Tasting and Clay Shoot and others.

Other duties as assigned.

QUALIFICATION REQUIREMENTS

• High School Diploma required, college degree preferred
• Minimum of five years of experience providing support on events, mailings, and committees – or other relevant experience preferred, but not required
Proficiency with Blackbaud
• - Raiser’s Edge or other equivalent donor database platform preferred
• Experience working with vendors
• Professional attitude and demeanor to communicate professionally and effectively with all levels within and external to the organization
• Proven ability to work independently and successfully organize, prioritize multiple projects and meet or exceed deadlines in delivering solid deliverables
• Experience in a people-oriented, fast paced and changing environment
• Regularly takes initiative to recognize and anticipate opportunities and challenges, and to think critically, and provide and explain alternatives clearly
• Quality improvement orientation
• Strong attention to detail and proofreading capability
• Advanced knowledge, experience, and expert proficiency with computer software applications: MS Windows, Outlook, Word and Excel
• Dedication to donor or customer loyalty
• Excellent verbal and written communications skills
• Strong interpersonal skills and customer service orientation
• Team player with a positive and enthusiastic attitude
• Ability to work evenings and weekends with travel to various local event and meeting locations
• Ability to lift 20 pounds
• Valid driver’s license

• Requirements (all provided by McGuire):
• Ability to pass physical and drug screening
  Department of Human Services Child Abuse History Clearance
  Pennsylvania State Police Criminal Record Check
  FBI Federal Criminal History Record (fingerprinting)
  TB testing
  
• Benefits:
  Health, Prescription, Dental, and Vision, for employee & eligible family members effective on hire date.
  401 (k) Retirement Plan with Employer Match and Profit Sharing
  Disability coverage and Life insurance after 1 year
  7 paid holidays plus Veteran's Day (Veteran's only)