Advancement Coordinator

Position Overview 

The Advancement Coordinator supports and informs fundraising efforts and the Garden’s membership program. This includes aspects of donor stewardship and cultivation. This position also supports planning and executing fundraising activities in partnership with the Advancement office and other Garden departments The Advancement Coordinator is also responsible for performing all tasks related to the donor and membership database system that supports a dynamic advancement office at California Botanic Garden. Duties include entering and maintaining member and donor records, posting revenue in the Altru database (a Blackbaud product), as well as generating various reports and managing mailings. The Advancement Coordinator improves the efficiency and effectiveness of all fundraising efforts by designing reports and implementing new best practices in line with changing database and reporting needs of the department. 

This position involves building relationships, through in person, telephone and written communication, with members, donors, trustees, committees and Garden staff at all levels. It also includes assisting with multiple membership and donor events each year. The approximate allocation of time is 50% to membership and 50% to fundraising activities 

Duties and Responsibilities Membership 

● Supports the membership program by processing new memberships; entering and maintaining member data; mailing new, renewal and lapsed member letters, producing reports and fielding questions 

● Processes all member revenue, gifts-in-kind and pledge information by timely posting to constituents’ Altru accounts 

● Ensures accurate and timely member communications 

● Participates in the coordination and oversight of membership volunteers as needed 

● Assists with membership related website updates as needed. 

● Maintains regular communication with members to promote member benefits, garden activities and special promotions 

Fundraising Activities 

● Supports all fundraising programs by maintaining donor records, mailing lists, queries, merges, reports and other support materials as needed. 

● Processes all donor revenue, gifts-in-kind and pledge information by timely posting to constituents’ Altru accounts. 

● Keeps entire database constituent records accurate and up-to-date. 

● Updates and creates new methods of reporting as needed to produce qualitative and quantitative data about fundraising efforts 

● Enters major donor contact reports and updates prospect plans. 

● Prepares standard and special request acknowledgement letters 

● Deals discreetly with large amounts of sensitive and confidential information concerning fund development 

● Ensures accurate and timely delivery of letters and acknowledgements for donors 

● Supports preparation of reports for the Advancement office and leadership as needed 

● Prepares numerous standard reports (e.g., transmittal reports, mailings lists). 

● Answers phones for the Advancement office and directs calls as appropriate. 

● Assists with special events and meetings, including the scheduling, logistics, invitations, registration, set up and clean up. 

● Tracks and reports attendance for all Advancement events. Inputs appropriate special event information into database records. 

● Assists with fundraising related website updates as needed. 

● Support the maintenance and inventory of Advancement Office supplies. 

● Performs filing, scanning, copying and other clerical duties as assigned. 

Qualifications 

● Associate degree or relevant, comparable experience 

● Minimum three-year recent database experience required with a strong aptitude for detail, an interest in working with databases and a well-developed understanding of database systems including report design and queries. 

● Must have outstanding attention to detail, as well as accuracy, memorization and recall skills. 

● Must be a highly motivated self-starter, quick learner and have the ability to use judgment to identify and solve problems. 

● Must have flexibility to adapt to change, the ability to plan and organize workload, and be able to recognize and set priorities. 

● Position requires competency in math and proficiency in both Microsoft Excel and Word. ● Knowledge of donor database products strongly preferred, ideally Blackbaud products/Altru. 

● Must engage in business like communication and ensure proper protocol in dealing with donors and the public, 

● Must assure discreet and confidential handling of all donor records. 

CALBG offers a comprehensive benefits package. 

Qualified candidates, please email resume and letter of interest to: 

employment@calbg.org and jwetzel@calbg.org