Fundraising Operations Specialist

Hiring for two Full-time positions.

Summary:

The Fundraising Operations Specialist is responsible for the accurate and timely processing, acknowledgement, and fulfillment of memberships and contributions into the Garden's constituent relationship management system (Tessitura) and plays a key role in the overall maintenance of constituent records in the system. This full-time position supports the Garden's Institutional Advancement Division and reports to the Fundraising Operations Supervisor.

Essential Duties and Responsibilities:

• Processes contributions and memberships into Tessitura, including transactions received through the mail, phone, web, EFT, wire transfers, stock gifts, on-site, and special events.
• Generates and fulfills gift acknowledgements and membership packets by merging, editing, and printing letters and preparing for mailing.
• Performs constituent record data entry and maintenance, including address and contact information updates, interest coding, deduplication processes, and deceased record updates.
• Assists with the creation of daily donation batches for entry, deposits, and reconciliation reports.
• Corresponds with donors and staff regarding gift and pledge questions to ensure gifts and pledges are coded correctly and according to the donor's intent.
• Processes matching gift forms, performing online gift verifications as required.
• Performs quality control checks of work, makes edits and corrections to work, and identifies and promptly reports issues and proposed improvements in data processing and operations procedures.
• Upholds donor confidentiality and adheres to policies around cash handling and PCI requirements.
• Adheres to all applicable safety standards and reports all accidents, injuries, and near-miss accidents immediately to supervisor and/or safety and security staff.
• Works with volunteers and interns assisting with mail and fulfillment.
• Meets expected attendance guidelines.
• Follows and adheres to established policies and procedures, including but not limited to the Employee Handbook.
• Behaves and communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• Performs other duties as assigned.

Supervisory Responsibilities: None

Competencies:

• Communication- Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations.
• Collaboration- Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences.
• Accountability- Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues' concerns.
• Problem Solving- Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions.
• Stewardship - Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours.

Qualifications/Experience:

• One to two years of data entry, bookkeeping, and/or administrative support in a fundraising environment or similar setting required.
• Experience with Tessitura or similar constituent relationship management system or database strongly preferred.
• Experience with Microsoft Office, particularly Word, Outlook and Excel required.
• Familiarity with fundraising preferred.
• Must be highly detailed oriented and possess an adaptive and flexible attitude towards learning new technologies and troubleshooting in the event of technical errors.
• Demonstrated ability to provide customer service via telephone, email, and in person.
• Demonstrated ability to write, edit and generate business correspondence efficiently.
• Strong organizational, time management and problem-solving skills and ability to work in a fast-paced environment and meet firm deadlines.
• Must be punctual, dependable, collaborative, and comfortable working in a team setting.
• Ability to focus at a monitor on detailed projects for long periods of time while sitting.
• Ability to read and comprehend instructions and information to effectively execute and achieve results.
• Scheduling flexibility that allows working occasional evenings and weekends required.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• Bachelor's degree in Business, Communications, Non profit Management, or related field preferred.
• H.S. diploma or equivalent required.
• An equivalent combination of skills, education and experience may be considered.

Computer Skills:

• Experience with Tessitura or similar constituent relationship management system strongly preferred.
• Intermediate proficiency with Microsoft Excel and Word required. Advanced proficiency with Excel preferred.
• Adept user of Internet, email, and other office automation systems.

Language Skills:

• Ability to communicate effectively in the English language (both verbal and written)

Mathematical Skills:

• Requires ability to perform addition, subtraction, multiplication and division; calculate percentages and decimals.

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques in fundraising communication that reflect the organization's best interests and standards of customer service excellence, as well as problem resolution when necessary.

Certificates, Licenses, Registrations:

• Maintain relevant CRM database certification and/or display commitment to staying up to date on latest technology updates and professional development opportunities related to the CRM.
• Ability to possess and maintain valid driver's license.

Physical Demands:

• Requires ability to make telephone calls and occasional in-person visits to the organization's current and future staff and vendor locations.
• Ability to utilize computer keyboard (typing) and dual-monitor, assemble mailings and large volumes of paper materials, sit for extended periods of the work day.
• Must be able to lift and carry 20 pounds when assisting constituents, receiving and/or transporting paperwork, supplies, or other organization-related materials; occasional hands-on participation with event set-ups required.
• May be required to perform tasks at varying heights (i.e., step stool ladders, etc.).
• Ability to move up and down stairwells (multiple MBG buildings have stairs); walk about facility frequently throughout work day; frequent standing, reaching and stooping - 25% or more of the workday may be spent standing on feet.
• Ability to operate motor vehicles required(use of surrey to transport individuals, supplies, etc.).

Work Environment:

• Quiet indoor office setting; shared work space, office environment with multiple staff within the department, operate standard office equipment to include computer, printer, copier, fax machines, and other equipment.
• Comfortable working in immediate proximity to general public, in a safe and friendly manner, answering general questions regarding the horticulture collection, Garden's operations, events, facilities, etc.

Contacts with Individuals/Organizations inside/outside the Garden:

• Intra-division staff and inter-division staff: Finance Office, Visitor Services, Shaw Nature Reserve, Butterfly House, Education, Communications
• Garden members, donors, volunteers and vendors
• Garden visitors, public and colleagues in other non-profit organizations

Supervisor: Fundraising Operations Supervisor