Many people have asked exactly what I do at my job as a Development Associate and honestly I often struggle to answer that question because as so often happens in a non=profit, I have multiple roles. So in an attempt to answer this questions, here is my slightly edited for privacy reasons, list of things I do.
General
Tasks
1.
Draft
and edit correspondence to donors.
2.
Maintain
files on individuals, foundations, service organizations and businesses.
3.
Maintain
archived records for development department.
4.
Assist
as needed with copy machine, postage machine, printers etc.
5.
Attend
support staff team meetings and department meetings.
6.
Create
money log with correct cost codes. Review and send out money log. Make copies
of all donations to attach the money log and two copies of donations over $100
for filing.
7.
Provide
administrative support to all members of development team.
a.
Track
outside meetings and provide materials
b.
Set
up meetings and reserve rooms
c.
Provide
feedback and/or historical knowledge of donors when needed
8. Assist with phone coverage when
needed.
9.
Work
with volunteer on entering volunteer hours into CTK.
10. Check obituaries in the Star
Tribune and Pioneer Press against CTK and Donor Perfect. Update records as
necessary and send appropriate notification emails.
Mailings
1.
Create
and proof mailing lists.
2.
Arrange
for volunteers as needed. Coordinate folding, stuffing, etc. (do paperwork and
run to post office if a bulk mailing). If not a bulk mailing, obtain postage ahead
of time.
3.
Mail
thank you letters with appropriate enclosures.
DonorPerfect
Reporting
1.
Create
“batch log” of gifts during large campaigns for accounting.
2.
Create
TY calling lists for team and volunteers. Enter contact notes for calls made.
3.
Do
daily back-up of database and run utility programs as necessary.
4.
Stay
current with database updates and programs.
5.
Obtain
information on new clients and volunteers and update database.
6.
Use
NCOA reports to update addresses in database and on mailing lists.
7.
Enter
coding for mailings sent, events attended, contact notes etc.
8.
Prepare
list of donors for Annual Report.
9.
Create
monthly report (dashboard) of accounting (GL & cost center codes) donors,
amounts.
10. Enter each donation in database and make
notes as necessary.
11. Create board dashboard
specifically on progress towards the $100,000 goal.
12. Report on campaign and fundraising
progress.
13. Provide analysis and feedback on
future actions.
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Communication
Support
1.
Work
with social media (twitter, facebook, linkedin, etc.) to promote fundraising
campaigns and/or events.
2. Keep e-newsletter email list current and up to date.
3.
Pull
mailing list for “Caring Connections” newsletter.
4.
Work
with communications and development to update and track content of giving page.
Events
1.
Attend
and be available for all fund raising events.
2.
Create
lists of event participants and monitor RSVP’s.
3.
Prepare
event or meeting nametags.
4.
Maintain
inventory of items and in-kind donations.
5.
Take
down/send out/and re-install windows for engraving.
6.
Print
any necessary programs, signage etc.
7.
Help
set up/take down tables, signs, etc. as needed.
8.
After
event enter all necessary information in database (contact notes, pledges,
etc.)
9.
Prepare
and send acknowledgments for gifts and/or thank you for coming note.
Misc.
Fundraising
1.
Work
with Cars for Courage by making sure forms are complete properly, title signed
etc. Fax information to Courage Center, informing them if car can be driven or
needs to be towed. If towed, mail paperwork and arrange for pickup driver to
get keys. Enter donation in DonorPerfect—not as a gift but with a contact note
and link to Courage Center. Maintain file of gift forms.
2.
Enter
all United Way pledges in database – update pledge each time a payment is
received. Send acknowledgement to donor (if known).
3.
Maintain
a file of matching gifts from employers. Enter and acknowledge.
4.
Run
a report of pledges outstanding and send appropriate pledge reminders to
donors.
