Development Assistant

Dougy Center: The National Grief Center for Children & Families is committed to providing grief support in a safe place where children, teens, young adults, and their families can share their experiences before and after a death. We provide support and training locally, nationally, and internationally to individuals and organizations seeking to assist children who are grieving. With this mission and with the well-being of all families who are grieving in our community in mind, we will demonstrate Dougy Center's commitment to diversity, equity, and inclusion and specifically, fair, and inclusive access to meaningful and relevant resources and services for all people who are grieving in our community. We are committed to engaging in intentional dialogue to foster a community based on our organizational values of respect, integrity, stewardship, and excellence. Dougy Center is an Equal Employment Opportunity employer. Our goal is to be a diverse workforce that is representative, at all job levels, of the communities we serve.

Status: Full-Time, Hourly, Non-Exempt

Scheduled Work Hours/Location: 9am - 5pm in office initially, Hybrid after complete onboarding, some evenings and weekends

Salary: $52,000-$55,000 DOE

Reports to: Development Director

Overview:

The Development Assistant is responsible for accurate, timely data entry into the donor database, including all gift processing and acknowledgement letters. This role provides administrative support for special events and raffle sales, including data entry for auction and event income. The Development Assistant also keeps the development office running smoothly - maintaining office supplies, coordinating department staff meetings, and tracking building usage. During Reflection Benefit season, this role shifts to a dedicated focus on data entry and event preparation.

Responsibilities:

• Gift Processing:

• Process incoming mail and deposits: Open mail with Program Assistant; process according to cash handling procedures; create bank deposits.

• Assist with reconciliation with Advancement Services and Finance monthly.

• Create donor thank you letters with the goal of consistent 48-hour turnaround, using letter templates based on the source of the donation.

• Responsible for understanding best practices for acknowledgement of different types of gifts, such as stock, Donor Advised Funds, event tickets and auction items.

• Responsible for all check gift data entry.

• Assist with online gift data entry utilizing a variety of software platforms including Benevity, CyberGrants (could include GiveLively, PaperForm, Stripe, others) and to own after fully trained.

• Maintain acknowledgement tracking system to ensure all gifts are recorded and thanked promptly.

• Create weekly list of gifts for ED and development staff to review for personal follow up and GiveSmart tasks that are due/overdue.

• Database management of contact files utilizing GiveSmart software:

• Create and update donor records. Record updated contact information (addresses, phone numbers, email), constituent tags, grants tracking, entry of donor activities to support Executive Director

• Attend grants team meetings and keep award notes/reporting requirements updated and grant documents updated and saved

• Occasional updates of email subscriber preferences.

• Donor and Community Interactions:

• Be first point of contact for donors who have donation questions, by phone or through the main development email

• Triage development and non-development email/phone calls to the appropriate staff members

• Responsible for tracking and directing in-kind donation needs

• Support Porsche Raffle ticket sale processing October through May, including staffing phone line during On the Go with Joe live spots; lead once fully trained

• Event Support:

• Process all event donations including annual May Reflection Benefit, fall Focus on Hope event, and other fundraising events. Supports post-event reconciliation.

• Process and track event RSVPs in collaboration with Corporate Partnership and Events Manager

• Create invoices and receipts as needed.

• Attend and work fundraising events.

• Ticket processing for annual event, including data entry of event ticket sales

• Office support:

• Track receipts for department-wide expenses.

• Order and keeps track of department supplies.

• Organize department files, including scanning, saving and shredding of documents

• Organize department staff meeting materials.

• Keep track of space usage in department building.

• Provide general administrative support to Development Director

Qualifications:

• Three years office experience, proficiency in Windows; strong familiarity with mail merge preferred
• 1-2 years non-profit fundraising highly preferred
• Detail-oriented; ability to multi-task within many projects and deadlines
• An excellent communicator, and ability to manage competing priorities necessary
• Consistency and proven success in meeting deadlines and negotiating time management
• Positioned for mission integration; eager to connect to Dougy Center's mission and service to greater Portland, as well as our national and international donor base

This job description is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function in the organization.