Development Administrative Assistant

Description

Job Title: Development Administrative Assistant

Department: Development

Reports to: Chief Development Officer 

Employment Type: Full Time

FLSA: Hourly, Non-Exempt

Salary: $20-22.50/hour

MISSION:

Seeking to put God’s love into action, Indian River Habitat for Humanity develops housing solutions guided by the needs of its family partners and the community. 

OVERVIEW:

The Development Administrative Assistant provides essential administrative, database, reporting, and operational support to the Development Department. This position helps ensure that donor information is accurate, gifts are entered properly, reports are prepared in a timely manner, and the Development team has the support needed to carry out fundraising, stewardship, events, sponsorships, grants, and community engagement activities. 

This role is highly detail-oriented and requires accuracy, organization, confidentiality, and the ability to support multiple members of the Development team. The position is responsible for gift entry and database maintenance as a primary function, while also assisting with reporting, donor communications, mailings, events, and general Development operations. 

PRIMARY DUTIES & RESPONSIBILITIES

A. Data Entry, Gift Processing, and Database Maintenance – 50%

The Development Administrative Assistant is responsible for accurate and timely data entry and ongoing maintenance of donor records

Responsibilities include:

• Enter gifts into the donor database accurately and in a timely manner. 
• Process checks, cash, credit card gifts, online gifts, pledges, sponsorships, event gifts, tribute gifts, and recurring gifts.
• Ensure gifts are coded correctly by campaign, fund, appeal, event, restriction, payment type, and donor record. 
• Generate donor receipts and acknowledgement letters as assigned.
• Assist with preparing acknowledgment letters for mailing or electronic delivery. 
• Update donor contact information, including addresses, emails, phone numbers, household records, organization records, and communication preferences. 
• Assist with database cleanup, including duplicate records, incomplete records, outdated information, returned mail, and address updates. 
• Maintain accurate donor giving histories and donor communication records. 
• Follow established data entry standards to ensure consistency and accuracy. 
• Maintain confidentiality of donor and financial information. 
• Work with Development and Finance staff to help resolve gift entry questions or discrepancies. 

B. Reporting and Data Support – 20%

This position supports the Development team by preparing basic reports, lists, and data summaries used for fundraising, stewardship, events, and planning. 

Responsibilities include: 

• Prepare routine donor reports, gift, reports, campaign reports, mailing lists, and event related lists as requested. 
• Assist with pledge reports, sponsorship reports, appeal results, and donor giving summaries. 
• Support monthly, quarterly, year-end, and campaign reporting needs. 
• Assist with reconciliation support between Development records and Finance records. 
• Help ensure reports are accurate by reviewing data for missing information, duplicate records, coding issues, or inconsistencies. 
• Provide donor lists and data support for appeals, newsletters, stewardship mailings, sponsorship outreach, and special events. 
• Assist with tracking donor activity, event participation, sponsorships, and campaign responses. 
• Support Development leadership with simple data pulls, exports, and summaries. 

C. Development Team Administrative Support – 30%

The Development Administrative Assistant supports the full Development team with administrative tasks, donor communications, events, mailings, and department coordination. 

Responsibilities include: 

• Provide administrative support to the Development team, including the Chief Development Officer, development staff, grant staff, event staff, and communications staff. 
• Assist with donor mailings, appeal letters, sponsorship packets, invitations, thank-you notes, stewardship pieces, and other donor communications. 
• Support preparation for donor meetings, committee meetings, campaign meetings, and Development events. 
• Help maintain donor files, sponsorship records, event records, grant support documents, and department materials.
• Assist with event preparation, including registration lists, name tags, sponsor lists, printed materials, guest lists, follow-up lists, and post-event gift entry.
• Support tracking of sponsorship commitments, event attendees, pledges, and follow-up tasks
• Assist with ordering supplies, preparing packets, printing materials, organizing mailings, and coordinating Development logistics. 
• Help maintain Development calendars, task lists, and project timelines as assigned. 
• Provide general administrative support for appeals, annual giving, major gifts, sponsorships, grants, volunteer-related donor engagement, and community outreach. 
• Serve as a dependable support person for the development team to help keep projects organized and moving forward. 

Requirements

PREFERRED QUALIFICATIONS

• Experience in a nonprofit, fundraising, administrative, or office support role. 
• Experience with donor databases, CRM systems, or Blackbaud/Raiser’s Edge.
• Familiarity with gift entry, donor receipting, acknowledgements, mailings, or donor records. 
• Experience preparing reports, mailing lists, or data exports. 
• Basic understanding of nonprofit fundraising, donor stewardship, campaigns, sponsorships, and events. 

KEY COMPETENCIES

• Accuracy
• Confidentiality
• Organization
• Reliability
• Team support
• Attention to detail
• Follow-through
• Database management 
• Communication
• Flexibility 

PHYSICAL DEMANDS

Occasionally required to lift up to 50 pounds and be required to bend, squat, lift and carry out repetitive motion. This position will occasionally be exposed to extremes in weather.

CERTIFICATES, LICENSES AND REGISTRATIONS

Must have a valid driver’s license and be a legal resident of the United States.