Description

POSITION SUMMARY:

Reporting to the Sr. Advancement Services Manager, the Advancement Coordinator provides administrative, analytical, and logistical support to all aspects of the APLA Health Advancement Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Record all incoming donations (checks, credit cards, and wire transfers), track pledges and pledge payments, verify and correct synced data, and maintain the donor database (DonorPerfect) and other Advancement fundraising tools including Givecloud, Raisin, Eventbrite, Constant Contact, and others.
• Determine proper coding/designation for unspecified gifts by cross-referencing with accompanying documentation, donor histories, and direct marketing and/or event mailing lists. Track the solicitation that prompted the donor to give. Assign soft credits and link donor profiles as needed.
• Process gift receipts and acknowledgements for general donations and events. Send weekly reports to direct mail vendor for standard acknowledgements, write personalized acknowledgements for gifts with special designations, prepare major gift acknowledgements for senior leadership signature, and manage the annual Thank-a-Thon.
• Serve as liaison with Finance Department regarding gift reconciliation. Report any donations missing from Finance’s monthly summary, and assist in identifying unallocated credits. Provide regular outstanding pledge reports.
• Sync monthly credit card/online donations to their corresponding batch deposits. Confirm that Finance and Advancement donation totals match and provide coding.
• Provide support and documentation to donors wishing to make indirect donations (e.g. in-kind gifts, auto donations, stock gifts, etc.)
• Manage administrative tasks and logistics to support the Advancement Department’s interaction with its vendors. Prepare Advancement administration check requests and maintain payment records.

Infrastructure and Reporting

• Generate donor and revenue reports and provide analysis for board reports, budgeting, analytics, and donor recognition.
• Execute and optimize data integrity and database maintenance projects (e.g. coding updates, record de-duplication, change of address updates).
• Manage Heartbeat Monthly Giving Circle program by following up on chargebacks and declined credit cards and generating consolidated year-end acknowledgements.
• Provide database credentials and orientation for newly hired Advancement Department staff and others as needed.
• Compile donor lists for recognition in APLA Health annual report. Verify giving levels, years of consecutive giving, and total lifetime giving. Ensure appropriate recognition (or omission) for organization-affiliated and anonymous donors.
• Create and maintain detailed planned giving database records for all new and ongoing estate and trust gifts. Run monthly reports for senior leadership on the status of expected bequests.

AIDS Walk, Best In Drag Show, and Events

• Act as the data processing liaison for AIDS Walk, Best In Drag Show, and other events. Create, populate, and maintain custom fundraiser tracking fields in DonorPerfect. Regularly sync user fundraising totals with constituent database throughout the duration of the AIDS Walk yearly campaign.
• Produce and maintain the AIDS Walk Days Out Reporta comprehensive tracking sheet of fundraising totals across a number of categoriesthroughout the duration of the campaign. Email to-date summary to AIDS Walk team and directors no less than weekly during the campaign.
• Work with event leadership to track corporate sponsorships and overall revenue for AIDS Walk, Best In Drag Show, and other events, including pledge dates and cash-received dates. Assign online pledge credits to fundraisers expecting company gift matches and track all outstanding matches.
• Assist fundraisers with technical and donation-related questions, including missing/misattributed gifts, required gift documentation, and other issues.
• Provide logistical support for special events, including but not limited to production of event invitations, fundraising award distribution, and support with day-of execution.

Leadership Circle / Annual Fund

• Manage employee giving and matching gift programs including certification of incoming gifts, providing agency documentation as requested, and distribution of funds to AIDS Walk and other programs as appropriate.
• Update Leadership Circle (major gift) membership and other giving recognition levels in DonorPerfect, and generate major gift portfolio reports as needed.
• Assist Advancement team members with contact history batch uploads when necessary.

General

• Act as APLA Health donor liaison by handling inquiries, managing collections, and responding to donation questions. Provide excellent customer service to constituents with questions, complaints, or suggestions.
• Provide administrative support to the Senior Advancement Services Manager and the Director of Development.
• Supervise Advancement Department interns, volunteers, and/or temporary administrative staff as necessary.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

Qualifications

REQUIREMENTS:

Training and Experience:

High School diploma or GED equivalent required; Bachelor’s degree preferred. 2 years administrative or office experience required. Strong written and organizational skills required. Professional, friendly demeanor, excellent phone skills, and proficiency in Word and Excel required. Nonprofit fundraising database experience is preferred.

Ability to:

Must be able to handle the occasionally heavy time demands and importance of deadlines in working with annual giving/direct marketing projects, events, and the complexities of working with volunteers, staff, donors, and vendors in an often fast-paced environment.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.

COVID vaccination and booster required or medical/religious exemption.

Equal Opportunity Employer: minority/female/transgender/disability/veteran.