• Administrative Coordinator, Development

    Location US-MD-Baltimore
    Posted Date 1 month ago(1 month ago)
    Job ID
    Experience (Years)
    US Based Positions
  • Overview

    The Administrative Coordinator, Global Engagement and Communications Office (GECO) is a vitally important member of the development team. The Administrative Coordinator performs a variety of professional functions to assist the development team with fundraising and special projects as assigned by the Advancement Manager and the Director of Advancement.




    • Communicate professionally, positively and effectively with Advisory Board members, donors, and staff verbally and in written form.
    • Draft, proof, and edit correspondence and other communications materials.
    • Plan gift officer travel and produce travel itineraries.
    • Coordinate Advisory Board meetings: arrange conference calls, draft agendas, reserve meeting rooms, provide other logistical support for Adversary Board meetings, committee meetings, and other meetings of development team, as needed.
    • Utilize PowerPoint, Excel, and Word to prepare presentations.
    • Attend and participate in development group meetings as appropriate.
    • Perform donor and prospect research to inform overall individual engagement strategies.
    • Maintain open communications within department and throughout organization and serve as liaison to other departments and program coordinators.
    • Provide ongoing support to Director of Advancement for general operations and special projects, as needed.
    • Support GECO team events and programs through administrative duties as assigned by the GECO Administrator, as needed.
    • Provide backup administrative support to other GECO teams, as needed.


    Gift Processing

    • Process all gifts, ensuring accurate database entry.
    • Draft, produce, and send all acknowledgment letters; notify staff of gifts as received.


    Development Database Management

    • Maintain comprehensive knowledge of development database.
    • Enter action notes, contact reports, and proposals in the donor database for development team as needed (visits, phone calls, emails, correspondence, etc.).
    • Monitor and track cultivation, solicitation and stewardship plans and fundraising projects.
    • Initiate prospect and donor research requests.
    • Produce donor and prospect reports and data pulls as needed using available databases.
    • Create mailing and email lists as needed for invitations, solicitations and general correspondence.


    Event Coordination

    • Coordinate fundraising initiatives and events, donor visits, and board meetings.
    • Provide administrative support to Miles for Mothers initiative in Baltimore.
    • Travel to Los Angeles to provide logistical support to gala and other fundraising events, as needed.
    • Generate and maintain the development calendar and event and project timelines.
    • Draft correspondence and copy for invitations and programs.
    • Coordinate mailings and maintain response lists.
    • Develop briefings and itineraries for staff.
    • Coordinate with event vendors, including contract execution and payment, event logistics, and production of all printed materials.
    • Staff events as needed.
    • Coordinate stewardship communications to donors in collaboration with the development team and CEO’s office.
    • Travel required, approximately 5%, to provide onsite support for events.


    Annual Fund

    • Coordinate annual internal fundraising campaign in collaboration with Director of Advancement.
    • Coordinate annual donor pledge reminder process.



    • Develop a thorough working knowledge of the SAP financial system. Process receipts and expense reimbursements for the development team.
    • Process invoices and ensure timely payments for the development team and other GECO teams, as needed.

    Required Qualifications


    • 2-3 years administrative experience with one year experience preferred in fundraising or marketing.
    • Discretion and mature independent judgement in handling sensitive and confidential information.
    • Ability to work independently, manage and prioritize multiple projects, and to maintain a high degree of professionalism.
    • Strong interpersonal skills and ability to work as part of a team.
    • Strong organizational skills, attention to detail, and ability to manage more than one project simultaneously.
    • Strong computer literacy skills required and the ability to learn new software.
    • Familiarity with databases and email programs.
    • Excellent writing, design, editorial and verbal communication skills.
    • Ability to work in a dynamic, fast-paced environment.
    • Ability to work some nights and weekends.
    • Knowledge of fundraising and relationship management software (Raiser's Edge, Luminate CRM preferred) and Workfront for project management.


    Preferred Qualifications

    • Bachelor’s degree


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