Donor Relations Administrator

Description

Job Title
:
Donor Relations Administrator

Job Type: Non-exempt:
Full-time

Job Rate: $25-$27/hour

Reports to: VP of Development & Marketing

The Boys & Girls Clubs of Carson (BGCC) offers our young people a safe environment where they can have fun and be themselves, dedicated adult mentors who respect and listen to them, and outcome-based programs that empower youth to become lifelong learners.

The Donor Relations Administrator is a key member of the Development & Marketing team, providing administrative, donor stewardship, and board relations support that advances the mission of Boys & Girls Clubs of Carson and contributes to raising more than $2 million annually through individual giving, corporate partnerships, grants, and special events. Reporting to the Vice President of Development & Marketing, this position provides high-level support to the Vice President and CEO by helping deliver exceptional experiences for donors, volunteers, Board members, and community partners.

Responsibilities include maintaining accurate donor records, preparing donor acknowledgments and fundraising materials, supporting Board of Directors communications and meetings, assisting with special events, and providing administrative support that strengthens fundraising efforts and organizational effectiveness. Success in this role requires exceptional attention to detail, sound judgment, initiative, professionalism, and a commitment to outstanding customer service.

Board Liaison

• Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas and PowerPoint slides, distributing meeting packets, and managing RSVPs.
• Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
• Track engagement and contributions for individual board members and provide regular reports on board performance.
• Facilitate planning and logistics for board committee meetings, retreats, orientation of new board members, and recertification of returning board members.
• Ensure timely preparation and dissemination of board communications and updates.
• Support the President and Board Chair in managing board governance tasks.

Database Management & Gift Processing

• Accurately enter all donor contributions and in-kind gifts into CRM (Donor Perfect).
• Prepare and send acknowledgement letters, year-end tax letters, and donor receipts in a timely manner.
• Reconcile donations with the Finance department monthly.
• Update donor profiles, resolve duplicate records, and maintain data integrity.
• Maintain login credentials for platforms and update shared documentation.
• Create custom reports and dashboards to monitor fundraising performance trends for all appeals/campaigns and events.

Donor Stewardship

• Produce personalized thank-you letters, including tribute gifts and stock donations.
• Assist in making thank-you calls to first-time donors.
• Monitor and respond to donor inquiries, resolving issues professionally and courteously.

Fundraising & Campaign Support

• Support appeal mailings by preparing lists, materials, and documentation.
• Assist with the entry of campaign codes and tracking for digital appeals.
• Maintain organized digital files for campaign performance and invoices.

Event Support

• Assist with special events logistics including inventory, registration tracking, and transporting event materials.
• Provide administrative and event support for community events and third-party fundraisers.
• Help with setup, volunteer check-in, and day-of logistics for key events.

Executive & Department Support

• Process incoming mail for finance, including donations and payments, and distribute other correspondence to correct staff.
• Create and submit check requests to finance
• Attend weekly team meetings and other meetings as necessary.
• Act as the point of contact among executives, employees, and external partners and schedule meetings as needed.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Screen and direct phone calls and correspondence (written and electronic).
• Create copies, scan files, and complete similar…