The DONOR SERVICE OPERATIONS CENTER (DSOC) is responsible for general database maintenance and integrity, support for development and campaign efforts, events, billing and acknowledgements. In general, the Donor Services Assistant is responsible for 1) supporting all of the department’s activities, 2) learning and maintaining a working knowledge of the Donor Management System, known as BBEC, 3) data entry, and 4) administrative support.
This position reports to the Director of Campaign Operations.
ESSENTIAL JOB FUNCTIONS:
- Conduct general research online or otherwise for the purpose of maintaining and updating information about donors or prospects in the BBEC (Blackbaud) Donor Management System.
- Maintain and create codes for Governance committees, Groups, Events, and Constituencies in BBEC.
- Produce and maintain accurate records of Pledge and Payment Acknowledgment letters for annual and special campaigns, using the Marketing Acknowledgment process in BBEC and MS Word.
- Provide administrative support for Federation events, e.g. Super Sunday, Workers Rallies, Workers Kits, Lion of Judah events, and special events.
- Update records for deceased individuals in BBEC Donor Management System; send email notifications as appropriate; and generate weekly condolence letters sent from the Board Chair and/or President.
- Verify and reconcile daily, weekly and monthly integrity reports to maintain the highest level of accuracy in BBEC Donor Management System.
- Process account updates which include: division changes, work history, address, email and telephone updates, and constituency changes as needed or in response to Federation staff requests.
- Support all billing activities, including organizing and processing the billing according to pre-set schedule; printing and mailing invoices; processing adjustments; clearing the unapplied payment list; handling calls from donors regarding their accounts; and reviewing all special billing codes for accuracy.
- Support the collections process, including generating November collections letters; processing cancellations; assisting with Cash Committee meeting preparation and generating reports.
- Run reports from BBEC to support DSOC work.
- Provide general administrative assistance for the department.
- Provide new employee training on basics of the Federation’s computer network, as needed.
- Prepare correspondence, reports, and documents as needed including “In Honor Of” and “In Memory Of” cards.
- Assist with and/or create solicitation mailings.
- Assist in the establishment of a comprehensive record-keeping system and office procedures for the Donor Services Dept.
- Miscellaneous office duties as required, e.g. monitoring, ordering and organizing supplies.
- Interact professionally on a regular basis with staff, lay leaders and the general public.
- Assume additional responsibilities and perform special projects as needed or directed.
Knowledge, Skills & Abilities:
- Advanced skills with Microsoft Office applications, calculator, and Internet
- Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
- High attention to detail, demonstrated ability to follow-up proactively.
- Strong customer service, exercising poise, tact and diplomacy, including exceptional telephone etiquette and style, while professionally handling confidential information.
- Demonstrated problem-solving, troubleshooting and workflow skills.
- Maintains a high level of energy and a consistent positive attitude.
Qualifications:
- Two-year Associates Degree or BA preferred, but not required; high school diploma or GED required.
- Minimum of 5 years administrative assistant experience.
- Demonstrated experience and accuracy in data entry.
- Experience managing others is preferred, but not required
Working Conditions:
- Work performed in a general office environment. May require availability for overtime hours during peak periods. May require periodic participation and attendance at organization sponsored events and meetings.
Preferred hours are 8:00 am to 5:00 pm – work week is 40 hours
This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Jewish Federation of Cleveland. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.
If you are qualified and interested in this exceptional opportunity, please send your resume to careers@jcfcleve.org.
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