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Special Gifts Administrator
NYC, NY
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Job Description
Special Gifts Administrator, [DEVF- 06]
Development Department
American Civil Liberties Union, NY
The American Civil Liberties Union Foundation, the nation’s premier public interest organization devoted to the defense of the Bill of Rights, seeks a full-time Special Gifts Administrator for its Development Department in New York City. The position is available immediately.
OVERVIEW
Reporting to the Annual Fund manager, the Special Gifts Administrator manages the data entry workflow for the ACLU’s top donors and high dollar gifts, including the direct mail returns for the ACLU Foundation. Oversees day-to-day sorting, opening, preparing for deposit and data entry and upload of fundraising information. This includes ACLU Foundation gifts and affiliate foundation and membership gifts as necessary.
ROLES AND RESPONSIBILITIES
Using ACLU established procedures and following ACLU gift sharing rules, the Special Gifts Administrator is responsible for overseeing the processing of contributions received by the ACLU Foundation and the day-to-day maintenance of the high-end donor database. Tasks associated with this position include:
- Ensuring the timely opening and sorting of incoming gifts;
- Responsibility for the preparation of returns, including credit cards, for data entry and deposit;
- Handling all aspects of donor acknowledgments, including the review of gifts and donor correspondence to determine appropriate acknowledgment; acknowledgment draft language; maintaining a mail acknowledgment tracking system;
- Data retrieval for all ACLU Foundation gift processing needs, including the creation of gift acknowledgments, credit card output, income reports for accounting purposes;
- Responsibility for batch creation for data entry and deposit;
- Coordinating daily deposit trips to the bank;
- Responsible for ACLU Foundation gift entry, including credit cards, and file uploads into Fundraising database;
- Training staff to ensure that they are properly updated in changes to procedures or new processing;
- Responsible for maintaining file hygiene, including address changes and record updates, adding new donors;
- Managing income logs and the filing of source documents;
- Overseeing all aspects of data entry controls, including month-end reconciliation with deposits and adjustments to data;
- Assisting with the coordination of customer service within the Development Department to ensure accurate and timely acknowledgment processing and servicing of all member and donor requests and changes;- Involvement with phone and mail intake on a variety of subjects; routing inquires regarding ACLU policies to appropriate staff for timely response; working in conjunction with Annual Fund Manager and other Development staff to inform donors about making gifts to the ACLU; responding to donor requests regarding special treatment in the ACLU Foundation's direct mail program.
- Supervise staff performing the following tasks, assisting when necessary:
§ Opening and sorting direct mail returns;
§ Preparing returns for data entry and deposit;
§ Creating batches for data entry and deposit;
§ Making bank deposits;
§ Entering and uploading data on gifts and members and donors into Fundraising database;
§ Performing routine file maintenance;
§ Servicing members and donors.
In addition, the Special Gifts Administrator is expected to perform other related duties as required or assigned.
SKILLS AND QUALIFICATIONS
· Experience supervising staff and work;
· Knowledgeable about tasks and procedures related to gift processing and Fundraising databases;
· Extensive knowledge of Microsoft Word, particularly mail merge
· Proficiency with other personal computer and various software programs including Excel and Outlook;
· Excellent attention to detail;
· Ability to simultaneously handle multiple tasks and set priorities;
· Excellent analytical, verbal and written communication skills;
· Must meet deadlines;
· Must be able to work independently; and yet, be a team player;
· Ability to recruit, hire and train permanent and temporary staff
· Must have experience processing fundraising returns and working with databases;
· Customer service experience or equivalent preferred;
· Must take initiative to work extended hours when necessary or do so at the request of a director to ensure processing deadlines are met.
Salary and Benefits
Salary commensurate with experience within the parameters of the ACLU compensation scale; Excellent benefits package provided.
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Experience Required
5 plus years
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Last Update
March 05, 2008
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