What are the responsibilities and job description for the Gift Planning Associate 11-001 - SC/Divisional Headquarters, Carson position at The Salvation Army Southern California?
Mission Statement
The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
Position Summary
To provide administrative support to assigned Gift Planning Directors and effectively coordinate the daily operations of the Gift Planning office, particularly in scheduling, preparing, editing, mailing, and tracking Gift Planning marketing projects.
Essential Functions
Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.
Minimum Qualifications
The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
Position Summary
To provide administrative support to assigned Gift Planning Directors and effectively coordinate the daily operations of the Gift Planning office, particularly in scheduling, preparing, editing, mailing, and tracking Gift Planning marketing projects.
Essential Functions
- Maintain the vision, mission, priorities, and guiding principles of The Salvation Army.
- Provide administrative support to the Senior Gift Planning Director and two Gift Planning Directors in satellite offices, including managing calendars, confidential files and reports, screening calls, processing mail, and conducting data research.
- Coordinate ongoing marketing projects with Gift Planning support staff and ensure that assigned Directors remain within budget while managing orders.
- Conduct follow-up calls with donors after marketing projects and schedule appointments for DGPs as needed.
- Assist with special events by developing seminar materials (e.g., PowerPoint presentations, Canva designs), researching venues, obtaining vendor proposals, managing RSVPs, answering donor inquiries, and coordinating guest check-ins.
- Answer the Gift Planning office phone and respond promptly to donor gift inquiries, taking appropriate follow-up actions as necessary.
- Interface with vendors to track projects and schedules, submit invoices to Finance for timely payment, and assemble projects upon request.
- Update donor information in the Portfolio database, including inputting new leads, modifying records (e.g., deaths, address changes), and deleting duplicate accounts.
- Familiarize yourself with Gift Planning metrics and reporting requirements, executing them as needed with guidance from assigned Gift Planning Directors
- Assist with donor communications by preparing and editing letters, emails, invitations, presentations, birthday cards, and thank-you notes, ensuring timely execution. Provide templates and proofreading support for DGPs as requested.
- Utilize donor search engines to gather information for DGPs in creating gift planning proposals.
- Monitor the incoming Gift Planning inbox throughout the day, forwarding emails and leads to the Gift Planning Directors.
- Submit receipts for assigned Directors of Gift Planning in Finance Web when requested.
- Coordinate vendor survey responses and prepare follow-up letters to accompany marketing materials as needed.
- Submit agenda items for TSAMM/CFC approvals for assigned Directors of Gift Planning Team, ensuring proper follow-up and action.
- Attend bi-weekly/monthly Gift Planning meetings as requested.
- Assist with Gift Planning special project events, which may require travel using a personal vehicle (mileage reimbursed).
- Participate in all offered Gift Planning training sessions, both onsite and offsite, which may require travel using a personal vehicle (mileage reimbursed) with approval from the Director of Development.
- Support the Development Department with fundraising events as available, pending approval from the Senior Director of Gift Planning.
- Perform additional related duties as assigned by the Senior Gift Planning Director.
Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.
Minimum Qualifications
- Minimum three years of experience in an administrative support position, B.A. preferred.
- Experience in a development role, planned giving preferred.
- Experience in scheduling, ordering, and monitoring production and distribution of publications and other marketing materials.
- Experience working with the public, outside vendors and customers. Good customer relations experience.
- Driving Test and clean MVR check (if applicable)
- If working in vicinity of children a criminal background check is required with certification for Protect the Mission policies and procedures.
- Excellent communication skills, both written and verbal.
- Excellent proof-reading skills.
- Proficient in Microsoft Office and preferably Portfolio
- High degree of experience in use of computer applications and platforms including database management software and basic office software (Word, Excel, Power Point or their equivalents)
- Ability to create spread sheets.
- Ability to work with minimal supervision and with strong self-initiative.
- Ability to maintain a high level of professionalism with good judgement, and confidentiality.