Posted on February 18, 2012

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Development Manager, Database and Special Projects

Reporting to the Director of Development, the Development Manager is responsible for all aspects of gift processing, donor acknowledgement, database management and gift reporting. In addition, this role will support donor relations efforts by managing special events and projects as assigned.

This position requires strong organizational skills, attention to details, creative thinking, an eagerness and ability to interact with alumni, parents and other friends of the school. The Development Manager should demonstrate an ability to work both independently and as a team member, prioritize work and meeting deadlines while managing multiple tasks and maintaining a positive attitude in a demanding, fast-paced environment. Excellent oral and written communication skills are essential, as is the ability to handle confidential material and situations with discretion and sensitivity. A willingness to work outside of the “normal” business hours is essential as peak periods and special events necessitate some evening and weekend hours. A sense of humor is a must. Fanatical attention to detail strongly encouraged!

PRIMARY RESPONSIBILITIES:

• Work collaboratively with other members of the development team to implement donor management processes that ensure efficient gift entering, donor acknowledgment, and gift reporting.
• Perform donor record creation and maintenance with meticulous attention to accuracy and preservation of informational integrity, including various cleanup projects as needed.
• Create and manage a gift processing manual that standardizes and clearly describes all steps related to gift entry, acknowledgment and reporting.
• Establish, implement and manage a process that ensures consistent tracking and reporting of donor participation, across constituencies.

Support the Finance Department

• Ensure timely and accurate income reporting and reconciliation, annual audit support, and association reporting.

Support the Communications Department

• Generate accurate and updated lists for e-communications.
• Provide accurate donor lists for inclusion in Annual Report.
• Prepare monthly income reports and summaries for Development staff and for inclusion in board reports.
• Prepare special reports as requested by Development staff.

Donor Management

• Take a leadership role in communicating donor activity to Development staff. This includes informing them of major ($5k+) gifts as well as gift activity from key prospects, donors, and constituencies.
• Ensure gift acknowledgements are compliant with IRS regulations, including but not limited to gifts-in-kind, auction donations, and pledged gifts
• Ensure accurate and timely processing of all gifts, including stocks and deferred gifts.
• Establish, implement, and manage a process that ensures timely follow up with pledge reminders.
  

Special Projects

• Manage the Named Scholars Program
• Prepare annual reports to donors.
• Organize student letter-writing project ensuring their timely participation and compliance
• Maintain updated list of active scholars and work with Assistant Head of School for Admissions and Financial Aid in identifying new scholars, as needed.

Manage Annual Giving events

• Prepare and disseminate event-related correspondence, reports and other relevant materials.
• Track responses, attendance, gifts and other activities related to these events; manage and ensure timely follow-through with event attendees.
• Create mail merges for letters to volunteers, sponsors, donors and other events participants.
• Arrange meetings including contacting attendees, confirming details, arranging for refreshments, gathering and distributing background materials, ensuring appropriate follow-through by implementing and maintaining a bring-forward system.
• Provide administrative support to campaign volunteers as directed by the Director of Development
• Assist Director of Development in planning for Board Development Committee Meetings

Donor And Prospect Research

• Take leadership role in the initial and ongoing research of incoming and current parents as well as other constituents, as assigned.
• Assist in prioritizing donors and potential donors, tracking results.
• Assist the Associate Director of Advancement and Planning and the Director of Communications by providing meaningful, strategic income reports for inclusion in proposals, printed communications, and on the Poly Website.
• Under the direction of Development Director, track results of targeted constituencies and document progress on a monthly basis.

SECONDARY RESPONSIBILITIES:

• Willingness and strong desire to contribute to team goals toward achieving overall development objectives.
• Willingness to participate in professional development opportunities.
• Participate in all Development events.
• Willingness to support the school and its leadership.

QUALIFICATIONS:

• Knowledge of Raiser’s Edge strongly preferred.
• Bachelor’s degree or appropriate combination of training/education and experience.
• An ability to prioritize tasks and responsibilities, assimilate and interpret significant amounts of information, and meet deadlines paying meticulous attention to detail.
• Previous experience working in an administrative capacity and/or previous experience working in a fundraising environment.
• Proficiency in Microsoft Office.

Application Instructions

Please submit cover letter, resume and salary requirements to polyprepsearch@yahoo.com