Development Coordinator

POSITION’S PURPOSE: The Development Coordinator is responsible for administering the Development team’s systems, policies, procedures, and timelines necessary for operational success. Works closely with members of the Executive, Finance, Guest Services, Operations, and Facilities teams, and select contractors and vendors.

ESSENTIAL FUNCTIONS:

     Fundraising Events Support (50%)

1. Maintains lists of auction items from past Garden Parties and communicates with relevant donors to ensure timely fulfillment


2. Plans auction fulfillment events including hiring vendors, planning themes, communicating with donors, planning layout, and communicating with relevant internal staff members, working events, and preparing leadership to work events


3. Works with the Operations team for all Development event planning, production, and logistics, including a large-scale annual fundraising event each summer. Duties include supporting auction procurement, supporting system works (Altru, Greater Giving, website), vendor work, and logistics.

     Operations & Systems (30%)

1. Supports Director of Development (DoD) and Development team in tracking progress against multiple fundraising goals. Produces timely, accurate reports and dashboards for leadership


2. Coordinates with the Development team on timely recordkeeping in Altru CRM, tracking interactions, and capturing constituent and donation documentation. Collaborates with Finance for accurate tracking and reporting of all pledges, gifts, grants, sponsorships, and memberships.


3. Produces daily gift reports, runs custom queries, and analyzes data for projects and initiatives


4. Prepares timely, accurate, courteous, and brand-aligned acknowledgements for pledges, gifts, grants, and sponsorships, using accurate and efficient systems


5. Pursues ongoing professional development opportunities to improve departmental systems, policies, and procedures (e.g. American Public Gardens Association and Blackbaud University)

          Administrative Support (20%)

1. Coordinates, monitors, and troubleshoots Development work plans, calendars, and deadlines


2. Produces acknowledgement letters for CEO and DoD review and approval; updates and facilitates accurate records for mailings and correspondence

1. Supports the Development Committee meeting as needed


2. Develops and maintains efficient and secure electronic file management systems and safeguards highly sensitive information

1. Assists with vendor fulfillment and vendor relationships


2. Schedules meetings and appointments, assists in completion of invoices, and expense reports, as needed, for DoD


3. Provides accurate and timely reporting in expense management systems (e.g. Certify).

REQUIREMENTS:

1. 1–2 years of experience in event planning, hospitality, visitor services, or a related field (nonprofit/cultural experience preferred).


2. College degree or equivalent experience


3. Strong organizational, multitasking, and problem-solving skills.


4. Excellent interpersonal and communication skills with a hospitality-focused approach.


5. Ability to remain calm under pressure and adapt to a flexible schedule.


6. Microsoft Office Suite expertise required (Word, Excel, PowerPoint)


7. Altru or equivalent CRM system expertise preferred


8. Constant Contact or equivalent email marketing software experience preferred


9. WordPress or equivalent content-management system experience preferred


10. Greater Giving or equivalent fundraising software experience preferred


11. Experience working with budgets and providing accurate tracking of expenses


12. Available to work occasional weekends and evenings


13. Must pass background check


14. Must comply with and maintain a smoke-free and drug-free work environment

DESIRED ATTRIBUTES

1. Thrives in a creative environment that requires strong attention to detail and accuracy


2. Strong organizational skills and experience establishing systems and organizing workflows


3. Excellent time management skills with an ability to manage multiple priorities and communicate effectively under demanding deadlines


4. Exceptional judgement; excellent analytical and problem-solving skills


5. Team player who is flexible and enjoys collaboration with others


6. Exemplary communication skills; ability to interact tactfully and positively with co-workers, the public, and diverse constituencies in person, over the phone, and via written communications

MATERIAL/EQUIPMENT DIRECTLY USED

Microsoft Outlook, Excel, and Word (Windows PC OS), WordPress, Blackbaud/Altru CRM, Greater Giving, BambooHR HRIS

PHYSICAL REQUIREMENTS

1. The ability to lift up to 25 pounds independently


2. Ability to sit, stand, and work on feet for an extended period


3. Ability to work in shared office space


4. Ability to work indoors up to 95% of the time and 5% of the time outdoors in Pacific Northwest weather conditions