Professional Resource

Administrative Coordinator

Jan 27, 2016

The Administrative Coordinator supports the various development activities of the organization, including oversight of the fundraising database system.


The position includes entering, updating, and analyzing data; producing reports to meet critical fund development needs; and coordinating and executing mass mailing activities including solicitation, response and follow up activities. As a member of the Development and Communications Team, the Administrative Coordinator will also support com munications activities, as needed.

  • Department: Development
  • FLSA Category: Non-Exempt
  • FTE: 1.0 Full-time
  • Reports To: Chief Development and Communications Officer
  • Work Location: Washington, DC
  • Posting Date: January 27, 2016


  • Updates the fundraising database for all transactions regarding current and prospective donors.
  • Maintains donor data, folders, and financial history in database, and creates and produces reports.
  • Produces timely donor acknowledgement letters.
  • Generates lists used for mass donor mailings and completes mail merge, printing, stuffing, and mailing of letters
  • Serves as front-line support for development-related data for the website, including reporting, and on-line giving activities.
  • Ensures prompt and meaningful communication with donors by coordinating and executing mass mailing activities and administrative tasks (e.g. donor newsletters, fall/year-end and off-cycle appeals), as well as sending customized correspondence.
  • Provides analysis of fundraising appeals
  • Reconciles records of donation data with finance department records, and provides reports on donations and pledges as requested.
  • Creates, organizes, and maintains hard copy donor files.
  • Assists with logistics and materials for donor cultivation events
  • Works with Labyrinth to ensure all state charitable registrations are current.
  • Writes occasional articles for the donor newsletter, The Growth Chart, and other publications
  • Performs miscellaneous job-related duties as needed and supports the Chief Development Officer on administrative tasks, as requested.
  • Schedules, prepares materials for, and takes minutes at internal team meetings.

Skills & Experience

  • Minimum 2-3 years of database experience; experience with fundraising databases, a plus. SalesForce experience is a plus.
  • Accuracy and excellent attention to detail.
  • Excellent oral and written communication skills.
  • Technical aptitude and a proficiency in the internet and in Microsoft Word, Excel, and Access;
  • Must be flexible and a fast learner, have the ability to follow through, and understand the importance of maintaining confidentiality.


  • Bachelor’s degree in related field or equivalent.

Apply Now

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