The Gifts Processing Coordinator is responsible for the accurate and timely receiving, processing and acknowledging of charitable donations and pledges received via mail, online and other sources as well as recording and updating constituent data using Raiser’s Edge (RE). The Coordinator plays a key role in maintaining RE system integrity and a key role in maintaining donor communication and satisfaction for Capital Caring Health donors. Capital Caring Health’s Gifts Processing Coordinator supports all of the direct fundraisers within the Philanthropy Department.

 Quality Provision of Services:   

1. Ensure that all mail, checks, online payments, and cash are processed according to department policies and procedures.
2. Oversee the accurate entry and timely processing of donation data into Raiser’s Edge and assignment to the proper accounts.
3. Oversee and maintain accurate donor information in Luminate Online gifts processing software; which includes but not limited to the creation of new donation pages.
4. Analyze gifts to determine appropriate campaigns, funds, appeals for each gift to be processed.
5. Track outstanding pledges and produce pledge reminders.
6. Oversee the accurate production and proofing of timely acknowledgements to donors.
7. Update and verify biographical information in existing RE constituent records with a goal of having as complete and accurate constituent records as possible.
8. Accurately add new RE gift records for first-time donors with complete data fields, full contact information and relevant relationships.
9. Assist in regular wealth screening of donors and prospects.
10. Assist in organizing, coordinating and maintaining the integrity of hardcopy and digital filing systems.
11. Assist with special events logistics as appropriate.
12. As workflow and time allows, perform prospect research by mining database and other information sources to identify potential donors.

Organizational Compliance:

1. Assist with the department’s system of retention, rotation, and secure destruction of donation back-up as defined by policy.
2. Assist with on-going maintenance within RE and Luminate at monthly, quarterly and annual intervals.
3. Maintain a high degree of accuracy and integrity of donor records.
4. Maintain strong security of donation documentation, including checks, credit card information.
5. Maintain strict confidentiality of donor records and Philanthropy-related information, and encourage others to do likewise.
6. Make recommendations to increase efficiency and accuracy of RE Policies and Procedures.

People/Communications:

1. Respond to donor inquiries via phone or email.
2. Manage monthly donor program, including processing payments and regular communication with donors.
3. Assist in developing queries and reports for other RE users as needed.
4. Assist in the annual renewal of State charitable solicitation forms.

Financial Stewardship:

1. Achieve expected productivity standard as defined by the organization and in alignment with best practices.
2. Generate timely and accurate revenue reports and other reports as requested.
3. Perform other duties as assigned, including processing of departmental check requests and assisting with reception desk coverage.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job.  The incumbents may be requested to perform job-related tasks other than those stated in this description.

N/A

The Gifts Processing Coordinator must have at least 3 to 4 years of office experience that includes at

least 2 years managing, operating and maintaining donor databases, specifically Raiser’s Edge, Raiser’s Edge NXT, Luminate, or any equivalent combinations of experience and/or education from which knowledge, skills and abilities have been achieved. Must be proficient with Microsoft Office, especially Excel. Proficiency in HTML for use in creating the online giving appeals is preferred.

The Gifts Processing Coordinator must have at least an Associate’s Degree in a related field; Bachelor’s Degree is preferred.

Blackbaud Raiser’s Edge and Luminate certifications preferred.

The ability to demonstrate superlative oral and written communication skills as well as ability to organize and manage projects within defined timeframe and budget; Work both independently and as part of an integrated team; Demonstrate excellent interpersonal and collaborative approach; Demonstrate organizational, analytic and planning skills with ability to delegate and follow up; Manage multiple tasks and stressful situations with a positive attitude; Demonstrate a strong work ethic and attention to detail with high degree of accuracy in typed work and excellent proofreading skills; Make and receive phone calls that involve the collection and transmission of sensitive and confidential information; Work collaboratively within the Philanthropy team; Keep up with current industry trends and training.

The ability to see, hear, grasp, lift, speak, sit and walk or otherwise perform essential functions with or without reasonable accommodations; Demonstrate the mental and emotional ability to work with death/dying; Demonstrate the mature customer service skills, and flexibility to work with individuals experiencing stress; Work in a fast paced and quickly changing environment; Work under pressure and deadlines; Effectively recognize and appreciate the diversity in the workplace.

The ability to demonstrate proficiency with Microsoft Word, Excel, Outlook, and Power Point or other similar software packages; Demonstrate experience with generating customized reports in database and financial systems; Demonstrate working knowledge of email and internet services. The demonstrated proficiency using the fundraising accounting software Raiser’s Edge, Raiser’s Edge NXT, Luminate is a must. Proficiency in HTML for use in creating the online giving appeals is preferred.

The ability to apply common sense understanding to carry out instructions furnished in written or oral form and deal with problems involving several concrete variables in standardized situations.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; taste or smell and push, pull, lift/carry 35 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Must be able to drive distances including freeways and mountains when necessary.

The work environment characteristics are representative of those an employee would normally encounter while performing the essential functions of this job in an office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works in business office with computers, printers, copy/fax machines and telephones. The noise level in the work environment is usually light to moderate. The environmental conditions are that of what is to be expected in a temperature-controlled building. Occasionally required to drive to alternate work locations. 

Needed Accommodations:

Acknowledgement:

I have read and understand the above job description and provisions in accepting this position and have noted any needed accommodations above.

Please contact Vivian Hsia Davis at: vhsiadavis@capitalcaring.org

Phone: 703-351-2819