Development and Operations Assistant

Southwest Initiative Foundation Job Description 

We believe that dignity and belonging are core human values and that all people deserve the opportunity to reach their full potential.

We are a human-centered organization and acknowledge that people have different needs and aspirations. We commit to removing barriers that prevent full participation in southwest Minnesota’s abundant opportunities. We use our resources to create opportunities for all people to thrive in the communities they call home.

The Southwest Initiative Foundation is an equal opportunity employer and proudly values diversity. We encourage candidates of all backgrounds to apply.

POSITION: 

Development and Operations Assistant

POSITION SUMMARY:   
This position supports the Southwest Initiative Foundation’s resource development programs, with an emphasis on accurate and timely processing of donor contributions to all funds of SWIF. In addition, the Development and Operations Assistant provides overall coordination and support for SWIF’s regional fundraising, including campaign support, donor stewardship and acknowledgment, and recurring online gifts. They manage donor data and ensure donor data cleanliness and integrity. The position works directly with SWIF staff, donors and donor prospects, and fund partner volunteers to ensure an excellent and seamless giving experience that builds trust and deepens donor relationships. This position will also work with the Chief Administrative Officer and the SWIF Operations Team to meet the overall administrative support needs of the organization.   

MAJOR RESPONSIBILITIES: 

Development 10%, Community Foundations/Designated Funds 70%

• On a regular and timely basis, process contributions and pledges to SWIF and SWIF-held funds—including independent research, documentation, data clean-up, and direct outreach to donors and fund partner volunteers; manage online and recurring gifts to SWIF and SWIF-held funds in accordance with our Gift Acceptance Policy and IRS requirements
• Audit gift entry data to ensure accuracy, including the development of necessary reports; monitor recurring gifts and expiration dates and coordinate donor outreach to ensure consistent and timely receipts
• Document detailed, written procedures and protocol for gift and pledge entry; lead and ensure continuous improvement and efficiency in the process
• Cross-train designated backup staff members to fulfill gift entry duties for incoming gifts of all kinds during PTO, leave or when demand is high; work with the designated backup staff member to coordinate schedules to ensure gift entry occurs on a regular and timely basis
• Lead and coordinate gift-related inquiries from donor and fund partner constituents
• Coordinate paperwork requirements and manage online accounts for third-party gift administrators to receive payroll, matching, and other contributions
• Process gift acknowledgment correspondence for all gifts to SWIF and SWIF-held funds
• In partnership with the fundraising team, create and execute the annual fundraising plan; coordinate campaign and stewardship activities that support regional fundraising, including mailings, events, preparing materials, presentations, and more
• Conduct research to offer insight and context to donor and prospect relationships, flagging items and opportunities for staff as appropriate; populate historical information into SWIF’s Customer Relationship Management database and populate donor demographics and interests
• Process returned mail from gift acknowledgment letters and fundraising-related mailings
• Update and manage database records; record interactions, contacts, and moves for donors and donor prospects in accordance with department guidelines
  
  

Operations 20%

• Take professional lead to answer and manage incoming calls utilizing Microsoft Teams Voice as a System platform. This includes answering the telephone, providing information about the Foundation, taking and relaying messages and/or directing calls to SWIF staff and/or voice mail. Returns calls as necessary. Work with Marco IT to coordinate changes to the systems directory and out-of-office messages.
• Greets all visitors, ascertains nature of business, assists and/or directs visitors to appropriate staff. This includes vendors, contractors, and delivery services. Provide hospitality to guests. Update the Foundations Visitor Management System as warranted.
• Daily receipt, opening, scanning, and distribution of incoming mail; prepare outgoing mail. 
• Provide workroom assistance, including managing postage meter, monitoring/delivering incoming faxes, and maintaining general supply and refilling paper in all printers/copiers. 
• Coordinate with the full Operations Team to assist staff with all SWIF event preparation onsite, including assembling event supplies, preparing materials, printing name tents or signage, preparing exhibit booth inventory and supplies, and other duties as warranted. 
• Be part of an internal user group to represent your department, which meets regularly with the Salesforce Project Manager on projects related to data processes. It also includes monitoring assigned dashboards and building reports as requested.
• Participate in internal staff functions, meetings, and events; professionally represent SWIF at activities and events 
• Perform other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Accuracy and attention to detail, with an eye on building relationships and ensuring an excellent donor experience
• Excellent research, critical thinking, and time management skills
• Excellent communication, relationship-building, and people skills
• Working knowledge of the nonprofit sector and fundraising methods, in addition to requirements of public charities, charitable tax deduction, and IRS receipting processes
• High proficiency in Salesforce and Microsoft Office 365, including Teams, Outlook, Word, Excel and PowerPoint; ability to learn and adapt to new technologies
• Team-player; self-directed; trustworthy; customer-service oriented
• Ability to lift 20 pounds on occasion

CORE COMPETENCIES:

Manages Complexity, Values Differences, Cultivates Innovation, Nimble Learning, Resourcefulness, Demonstrates Self Awareness, Collaborates, Optimizes Work Processes, Action Oriented, Situational Adaptable  

CORE VALUES:

Southwest Initiative Foundation employees are expected to demonstrate these core values: Integrity, Equity, Curiosity, Collaboration and Optimism.

MINIMUM QUALIFICATIONS:   

This role should have a high school diploma or equivalent, along with proficient typing skills and a keen attention to detail. Basic computer proficiency, organizational abilities, and numerical skills are essential. Effective communication, problem-solving capabilities, and adaptability are also valued traits. While previous experience in data entry or administration is beneficial, it's not always required. This position requires someone who can efficiently handle data entry tasks, checks, and general administrative duties with accuracy and reliability. Limited travel within the southwest Minnesota region. 

STATUS:                                            REPORTS TO: 

Full Time, Non-exempt                       Chief Administrative Officer   

OFFICE LOCATION: 

Hutchinson office based with limited remote work option

Remote Work Option

As part of our commitment to equitable practices, we want to ensure employees have access to resources and accommodations that empower us to thrive. We believe that both employees and the organization can benefit from flexible work arrangements. Remote work options apply to full-time and part-time employees regardless of tenure. Given the nature of some job functions, SWIF remote work arrangements may not apply to all employees. Each employee’s remote work arrangement should maximize individual, team, and company well-being, and will be co-created in collaboration with their supervisor.