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Position: Assistant Manager, Donor Services
Date: Jul 2, 2009
Classification: F/T

Description

Position Title:    Assistant Manager, Donor Services
Reports to:       Director of Philanthropy Advancement
Department:      Philanthropy Advancement
Location: YMCA of the East Bay, Association Resource Center, 2330 Broadway, Oakland, CA 94612
Job Classification: Exempt Fulltime
Effective Date:   July 1, 2009                                       
Incumbent:        Vacant                                                                        
 
Summary:
The Assistant Manager, Donor Services is primarily responsible for three key Philanthropy Department priorities: coordinating and managing Association-wide grant procurement and reporting, managing the donor/prospect database and donor and prospect research processes, managing Philanthropy Department special events and stewardship activities and other Department projects as assigned. The Assistant Manager reports to the Director of Philanthropy Advancement and works on projects and assignments with the Philanthropy Advancement team.
 
 
Principal Activities:
 
Grant Procurement, Tracking and Reporting
·       Manage the schedule of philanthropy department-initiated and branch-specific grant renewals and develop, implement and manage a notification process.
·       Research, develop and write grant letters of interest/intent and proposals for the Association and branches.
·       On occasion, coordinate with contract grant writer on selected proposals; secure grant documents and attachments and assemble proposals for submission.
·       Provide technical assistance for proposals to branch leadership.
·       Submit timely high quality progress and final reports to granting agencies on deadline.
·       Activate and maintain Association-wide Protivity grants tracking system.
 
Donor and Prospect Data
  • Conduct and document prospect research to identify new and further develop current individual, corporate and foundation major gift prospect records
  • Develop and document donor and prospect profiles utilizing both Protivity and Salesforce databases ensuring that information is current and accurate
  • Create a tracking system that supports the integration of all major gifts with other programs such as annual partner’s campaign, kids to camp direct mail, endowment giving, planned giving and special events.
  • Generate timely, accurate mailing and campaign donor/prospect lists, including completing accurate queries and cleaning and organizing reports and lists for department use in coordination with the Information Technology Department.
  • Produce accurate, regular major gift donation reports using queries, donor lists, and spreadsheets.
 
Special Events and Donor Stewardship
·        Plan and coordinate Philanthropy Department donor stewardship events and activities, including volunteer and donor recognition events, and participation in coordinating the annual MLK events on deadline and on budget, effectively managing multiple tasks by appropriately setting priorities, managing timelines and meeting all deadlines.
·        Hire and oversee external contractors when directed to successfully support the execution of events.
·        Provide management and coordination of mailing list generation, creation of invitations, and event registration.
·        Coordinate and target event sponsorship opportunities and in-kind donations for special events.
·        Coordinate ongoing donor stewardship activities such as mailed and electronic reports and communications, personal notes and donor stewardship events.
 
Other Duties
  • Complete data entry and gift acknowledgement for Association campaigns.
  • Conduct donor solicitation and acknowledgement phone calls as requested by supervisor.
·        Enter and maintain donor data in AS 400 and Salesforce member/donor database systems as needed.
·        Maintain Association-wide hard copy filing system of foundation/corporate donors for audit purposes.
  • Participate in departmental team meetings, planning sessions, and Association-wide special events.
  • As needed, make donor cultivation, stewardship and/or solicitation calls to donors and prospects.
  • Participate in ongoing training and talent development courses and conferences.
  • Perform other duties as required by supervisor.
 
Job Requirements & Qualifications
  • Bachelor’s Degree or equivalent professional experience.
  • Minimum three to five years successful experience in grants research and procurement, donor stewardship, event management, database management and communications for a not-for-profit organization.
  • Skill and experience in utilizing on-line tools for research and grants submission.
  • Strong organizational planning, time management and analytical skills, and ability to prioritize competing demands.
  • Excellent verbal and written communication skills and the ability to communicate effectively and appropriately with staff, volunteers, donors and vendors.
  • Maturity, judgment, integrity and tact.
  • Skill in managing complex databases. AS 400 database experience preferred.
  • Proficient in Microsoft Word and Excel; familiarity with Access, PowerPoint and Outlook mail, task manager software and internet navigation.
  • Flexibility and ability to work evenings and weekends prior to and during events, on an occasional basis.
  • Physical ability to keyboard in word processing & data entry programs without difficulty or discomfort.  
  • Position may require lifting up to 15 lbs, bending, leaning or kneeling on an occasional basis.
  • Fingerprints will be taken prior to commencement of employment and will be submitted to the Department of Justice.
 
Compensation
  •  DOE
  • Vacation, sick and holiday pay
  • Health, dental and vision benefits
  • Retirement
  • Fitness facility membership
  • Dependent care, medical and dental flexible spending account
 
How to Apply
Please send resume with references and a cover letter  
 
 
or by mail:
 
Director of Philanthropy Advancement
YMCA of the East Bay
2330 Broadway
Oakland, CA 94612
 
Or by fax:
(510) 987-7449
 
 
Recruiting and retaining a diverse workforce is a high priority at the YMCA of the East Bay. Applicants from diverse backgrounds are strongly encouraged to apply.
 
Contact Information
By email or fax

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