Apparo Development Coordinator – Position Description
Summary
The Development Coordinator (DC) reports directly to the Director of Financial Development (DOFD). The position is an integral member of the Development Team supporting the team in their efforts to create and develop relationships, funding proposals and funding reports.
This position works collaboratively with the DOFD, Corporate Engagement Specialist (CES), Sponsorship Manager, Bookkeeper and both the Marketing and Community Impact Services teams to ensure appropriate donor management, recognition, and reporting. This role is a great opportunity for someone who thrives on details, information and research, knows they want a career in development and is ready to learn about relational fundraising.
Key Responsibilities:
- Maintain Salesforce donor database, including updating records, entering gifts, running reports, and tracking stewardship and cultivation activities.
- Execute donor communications in an organized, professional and timely manner.
- Oversee logistics for events related to affinity groups and donor subsets.
- Help to identify prospective new donors through research and analytics.
- Provide administrative, writing, research and data support to the Development team.
- Lead the volunteer Auction Committee in solicitation and securing donated items and experiences for the annual Ball.
Essential Functions
45% Development Data Management and Administrative Support
- Responsible for integrity of all Development related data
- Maintain Salesforce platform with Development/Fundraising updates and changes to constituent information, including sponsorships and contributed revenue information, contact information, changes in contacts, addresses, etc.
- Ensure that all prospects are recorded in Salesforce and coded appropriately
- Reconcile Salesforce reports with DOFD and Bookkeeper
- Weekly development goals tracking with DOFD
- Bi-weekly Salesforce/NetSuite reconciliation with Bookkeeper
- Provide administrative support to DOFD
- Provide administrative support for the Philanthropic Leadership Society (PLS), Major Donor and Affinity partner programs, including updating the website with PLS members
- Oversee CRM tracking of fund receipts
- Oversee the donor acknowledgement process
- Coordinate the implementation of individual giving campaigns, including management of the giving platform
- Implement the giving calendar timeline established by DOFD, including the following:
- Staff giving campaign
- Board giving campaign
- PLS member campaign
- End of year giving campaign
- Coordinate communications (graphics, copywriting, emails, social media) efforts in conjunction with Marketing and CEO Executive Assistant
- Implement the giving calendar timeline established by DOFD, including the following:
- Donor cultivation & stewardship – manage data to effectively support efficient moves management activities and conduct new donor prospect research.
20% Grant Support
- Responsible for supporting the execution of impact funding requests in the form of grant research in collaboration with the Director of Financial Development and the Corporate Engagement Specialist.
- Create and maintain annual grant cycle calendar and tracker.
- Research new grant opportunities that align with programmatic needs and organizational growth plan.
- Ensure all required grants attachments are updated and available for distribution.
- Ensure effective grant data management and report tracking after award where applicable.
20% Individual Donor and Sponsorship Event Support
- Execute event administration for donor-focused events, including the donor appreciation events, and other events as assigned;
- Assist the Director of Financial Development with logistics as needed (planning guest parking, venue considerations, catering, entertainment, etc.).
- Execute RSVP and communications.
- Administer constituent management assignments.
- Drive follow-up activities, including debriefings, reporting, and thank you letters.
- Manage appropriate digital platforms to support event registrations and donations, if applicable.
- Oversee the Auction Committee, auction/raffle logistics and bidding/giving software for the annual Ball, ensuring success of this important fundraiser.
- Schedule and run committee meetings.
- Strategize and lead committee in solicitation of raffle/auction items including online requests.
- Coordinate bundling of donation packages.
- Plan and lead display of items at the Ball (working with Ball event planner).
- Manage CXO Experiences – Tech Leader Experiences Auction.
- Set up and manage online donation and bidding software, including uploading of items/CXO experiences and writing descriptions.
- Write formal thank you notes and acknowledgments.
- Collect and store sponsor logos and ads, as needed.
- Assist the Sponsorship Manager with collections and timely follow-up as needed.
10% Affinity Group Logistics, Data and Event Support
- Under the direction of the Director of Financial Development and CEO
- Ensure the Salesforce data base is up to date and generate reports for the organizations affinity groups:
- CXO Host Council
- Digital Leaders Council
- Board Alumni Group
- Provide support for all efforts to engage with and steward these groups. This can include:
- Logistics of events for each of these groups (parties, gatherings, etc.)
- Coordination of Board Alumni for post Board-meeting gatherings
- Fundraising and Friend-raising activities or campaigns with these groups.
- Maintain website pages for each affinity group.
- Ensure the Salesforce data base is up to date and generate reports for the organizations affinity groups:
5% Miscellaneous
- Miscellaneous tasks as assigned to support the mission of Apparo and its fundraising activities.
Knowledge, skills and abilities
Specific minimum competencies required for job performance:
- Minimum of 2 years professional experience in a nonprofit, business development, corporate relations or sales support environment.
- Advanced organizational and project management skills for a fast-paced tech/corporate environment.
- Working knowledge of Salesforce or comparable CRM platform.
- Professional, diplomatic and able to work with a wide variety of community leaders.
Additional Success factors
Personal characteristics that contribute to an individual’s ability to excel on the job:
Development Coordinator should have the following:
- Collaborative and creative with a passion for Apparo’s mission to strengthen communities by connecting mission driven organizations to technology.
- Excellent time management skills.
- Passionate about DEI (Diversity, Equity and Inclusion) as part of everyday work.
- Respectful of working with a wide variety of people.
- Work with a diverse group of constituents – Fortune 100 C-Suite officers, volunteers, co-workers and nonprofit leaders and employees.
- Conduct yourself to the highest standard of ethics and integrity while displaying emotional intelligence in your day-to-day work with both internal and external supporters.
- Intermediate level skills with:
- Microsoft 365 (SharePoint, OneDrive, Teams)
- Ability to provide regular fundraising progress reports and analyze trends from CRM data.
Working conditions
Apparo has an open office environment and offers alternative work areas when necessary, such as small conference rooms and flexibility to work remotely. Occasional local travel to meetings, seminars, and events is required and is a routine part of fundraising and development. Some evening work is required, in conjunction with events.
Principles & Values of the office environment under which this position must be comfortable and willing to operate.
OUR AGREEMENTS FOR HEALTHY TEAM-WORK
- We assume positive intentions behind each other’s’ words and actions. When issues occur, we meet and resolve them promptly and directly. We:
- Talk straight and share issues directly with each other (no beach balls)
- We do not talk about our teammates when they are not present (no triangulation)
- Giving the gift of feedback
- When we have questions about things, we raise them with our respective teammates
- We are responsible for seeking clarity of our teammates’ role responsibilities to maximize collaboration.
- When things get stressful or chaotic, we call a “time out” to give one another space to re-group and re-think.
- We are committed to creating a highly effective team for all team members: full-time, part-time and temporary.
OUR AGREEMENTS FOR A HEALTHY WORK ENVIROMENT
- We hold ourselves and teammates accountable to conducting efficient and productive meetings. We:
- Manage our own calendar availability (schedule travel time, working blocks, lunch breaks; decline or counter-offer meeting requests as needed, etc.)
- Check our teammates’ calendars for availability before requesting.
- Invite meeting participants as either “Required” or “Optional.”
- Respect defined start and end times.
- Use devices only to support the meeting agenda.
- Call attention to the agenda when ‘rabbit holes’ occur
- We end meetings and discussions with clarity by answering the following questions:
- What decisions did we make?
- Do the decisions align with both Apparo’s 1) mission and 2) strategic priorities? If so:
- What are the action items?
- Who are they assigned to?
- When are they due?
- Who do we need to communicate with about the decisions?
If interested:
Please email resume and cover letter (detailing relevant past experience) to the attention of Kristen Reed, [email protected]. Only people selected for interviews will be contacted. All resumes received will be held on file for consideration for 12 months from the date receipt. Inquiries from direct applicants only preferred – no recruiters or phone calls please.
Please note: Apparo is a nonprofit, public benefit 501c(3) corporation and operates as an equal opportunity employer. This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of the position.