What I do - In case you were wondering

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.