Development & Administration Assistant

Position Summary

The Fund Development Assistant provides essential administrative and database support to Friendship Shelter's fundraising efforts, helping ensure exceptional donor experience and the accurate management of donor information. This entry-level position is responsible for maintaining the organization's donor database, processing gifts, preparing donor acknowledgments, supporting fundraising campaigns, assisting with donor stewardship and special events, and supporting the daily operations of the Development department. Working closely with the Development and Finance teams, this position helps ensure the integrity of fundraising data, contributes to the success of development initiatives through strong attention to detail, organization, and customer service, and plays an important role in advancing Friendship Shelter's mission to end homelessness.

As a member of the Friendship Shelter team, the Fund Development Assistant is expected to embody the organization's core values in every aspect of their work. This includes demonstrating compassion and acceptance by recognizing the inherent value of every individual; embracing responsibility through the accurate and accountable stewardship of donor information and organizational resources; acting with integrity by treating program participants, supporters, volunteers, and colleagues with honesty, consistency, respect, and kindness; exercising creativity and flexibility by adapting to evolving priorities and contributing innovative solutions; and fostering community by promoting open communication, collaboration, and meaningful engagement with donors, volunteers, colleagues, and community partners.

Essential Job Duties and Responsibilities

Donor Database Management

· Manage and maintain the organization's Bloomerang donor database, ensuring all donor records are accurate, complete, current, and secure as received.

· Monitor and evaluate fundraising performance monthly using appropriate metrics, reports, and data analysis.

· Partner with the Development team to create segmented, data-driven reports that identify fundraising opportunities and support strategic decision-making as needed.

· Accurately record donations, pledges, and other contributions using appropriate campaign and appeal codes as received. 

Prepare and coordinate timely, professional communications with donors and community members related to fundraising activities, gift processing, stewardship, events, and general Development department inquiries.

· Generate and distribute donor acknowledgment letters, tax receipts, and gift acknowledgments for both cash and in-kind donations within 72 hours.

· Collaborate with the Finance Department to ensure accurate gift coding and timely reconciliation of Development and Finance records monthly or as needed.

· Create and manage segmented mailing lists for fundraising campaigns and coordinate printing and mailing with external vendors as needed.

· Support donor stewardship efforts by documenting donor interactions, pledge management, assigning follow-up tasks to staff and volunteers, and maintaining reminder schedules to ensure timely donor engagement.

· Proactive CRM skill-building Option1: Develop and continuously enhance knowledge of the donor database (CRM) and department software platforms; identify opportunities to improve processes, data quality, and system utilization. 

Event Support

· Provide administrative and logistical support for Friendship Shelter fundraising events, campaigns, and donor engagement activities as needed. Assist with event preparation, registration, data entry, donor tracking, and post-event reporting. Other duties as needed.

Administrative Responsibilities

· Welcome visitors, vendors, and guests, providing professional customer service and directing them to the appropriate staff members.

· Monitor the organization's general mail, email inbox, and route incoming inquiries to the appropriate departments or staff. Perform other administrative duties and special projects as needed.

Minimum Qualifications 

The following are the minimum job-related qualifications which an individual needs to successfully perform the essential duties and responsibilities of the jo2 years preferred. administrative or development experience in an office setting.

· Familiarity with nonprofit space is preferred.

· Flexibility to occasionally work weekends for events.

· Collaborative spirit and desire to be a part of a team that is passionately committed to ending homelessness. 

Skills, Knowledge, and Abilities

· Experience using donor management software preferred-Bloomerang helpful

· Strong proficiency in Microsoft Office 365 (Word, Excel, and PowerPoint); proficiency with Canva is preferred.

· Demonstrated collaborative and professional work style.

· Demonstrated ability to be proactive and to anticipate needs.

· Professional interpersonal skills to include written and verbal communication as well as organizational skills.

· Ability to manage and maintain sensitive and/or confidential information.

· Demonstrated project management experience, including the ability to multi-task, set and meet multiple deadlines, and prioritize needs.

Environmental & Physical Requirements

Office / Non-Sedentary Requirements

The employee must be able to perform the essential functions of the job. Work will be performed in shared spaces within the office environment and will involve interaction with other staff. Typically requires the ability to spend 66%+ hours each workday doing the following activities: sit for periods of time, stand for extended periods of time, walk, bend, stoop, or climb. May require the ability to lift and/or push up to 25 pounds 33% - 66% of the time. Driving personal vehicle between sites during work hours is occasionally required.

Additional Information Regarding Friendship Shelter Job Duties and Job Descriptions

Job duties include additional responsibilities as assigned by one’s supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job position or assign additional job responsibilities, subject to applicable law. The Company shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning

purposes. Regardless of any such estimate, schedule, or guideline, employees must always record all time worked for our company (which includes but is not limited to on-site work time at a shelter, office, or other work location; required waiting time; administrative time; and work-related travel time).