Administrative and Data Specialist

The Blue Ridge National Heritage Area (BRNHA) has recently invested in customer relations management software (Bloomerang) to strengthen its capacity for philanthropic giving and streamline functioning and coordination across its many partner and program platforms. BRNHA seeks an Administrative and Database Specialist with experience in fund development to provide essential administrative and coordination support for BRNHA’s fundraising program and database system.

The position will play a pivotal role in supporting the organization’s financial sustainability and will report to the Executive Director while working with communications, programs, and finance staff members.

The position requires a highly effective, self-motivated, and detail-oriented individual with experience in providing logistical support, managing a constituent database, and coordinating with other team members to ensure successful donor relations. A successful candidate must demonstrate high energy, creativity, teamwork, adaptability, attention to detail, and the ability to collaborate with staff, community partners, and donors.

While this position’s role encompasses a breadth of responsibilities, it is primarily responsible for development operations and donor stewardship systems, with additional administrative support to ensure smooth organizational functioning.

Position is responsible for the overall management of the CRM/donor database, including:

• Data and gift entry; creation of forms; preparing reports; managing technical aspects of the database, including the setup and maintenance of constituent records and event registrations; ongoing clean up; and troubleshooting.
• Working with BRNHA staff to utilize the database tools to maintain records for their specific program focus areas.
• Overseeing the organization’s standards and conventions manual and database user guide, ensuring that data entries and systems follow the correct protocols.
• Assist the communications manager with updating Constant Contact records. Manage Constant Contact lists, such as uploading new contacts, managing email bounce backs and do not contact requests in both Constant Contact and Bloomerang, and creating reports.
• Development Operations and Stewardship – 35%-time allocation

Work with the executive director and other staff to implement the organization’s development and donor relations program:

• Implement a timely and tailored gift acknowledgment system that includes generating acknowledgement letters and cards; providing information to support phone calls; and calling donors to thank them and/or confirm gift information and recognition. This position will not be primarily responsible for drafting appeals and acknowledgement letters.
• Support development efforts by conducting research on potential cultivations.
• Coordinate a welcome mailing to new donors and support special stewardship initiatives, such as cultivation events and fundraisers.
• Manage donor inquiries and communication as needed, prepare donor and sponsor packets, and oversee printing of donor relations materials.
• Work with the finance manager on system of checks and balances for donations, sponsors, and in-kind gifts, including monthly reports on donations, sponsor ships, earned income, in-kind gifts, and matches.
• Print documents and create online and paper files for record keeping for the sponsorship, earned revenue and grants program.

This position will be responsible for providing day-to-day continuity in the office through administrative support for the organization and the executive director.

• Provide day-to-day office duties such as answering telephone calls, printing copies, sending/receiving documents, shredding documents, mailings, ordering supplies, distributing magazines, packing and mailing merchandise purchases. Manage reservations for donor-related activities and create nametags.
• Manage the organization’s monthly credit card process, including collecting receipts, reconciling transactions and preparing accurate reports for the…