• Administrative Coordinator - Development

    Location US-MD-Baltimore
    Posted Date 3 weeks ago(3 weeks ago)
    Job ID
    US Based Positions
  • Overview

    The Administrative Coordinator,  Development 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
    • Bachelor’s degree or commensurate experience
    • 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


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