Fund Development Support in Springfield, Illinois at Girl Scouts of Central Illinois

POSITION TITLE: Fund Development Support

CLASSIFICATION: Non- Exempt, Full Time

EEO Job Group: Administrative

REPORTS TO: Director of Donor Engagement

TRAVEL: YES

SUPERVISOR: NO

POSITION SUMMARY

Provide database, donor communications, event, administrative, and finance support to the Fund Development team, CEO, and CFO. Maintain accurate records, prepare materials, coordinate assigned logistical details, assist with product sales collections, and complete day-to-day tasks under the direction of department leadership.

Essential Duties and Responsibilities

Database and CRM Support

• Maintain donor database and CRM records, including entering gifts and contributions, creating constituent records, and updating contact information.
• Run and distribute reports, retrieve donor information, and prepare mailing lists, address lists, labels, and data exports as requested.
• Help maintain data accuracy by identifying and correcting duplicate records, missing information, and inconsistent entries according to established procedures.
• Follow database best practices and departmental data-entry procedures.
• Assist with database migration through data cleanup, record review, and verification of transferred information under the direction of the designated lead.

Donor Communications and Support

• Prepare and send donor thank-you and gift acknowledgment letters using approved templates and information.
• Prepare and track gift pledges.
• Coordinate acknowledgment printing and mailing every two weeks and record acknowledgment activity in the CRM.
• Assist with donor mailings, annual letters, fundraising appeals, and other correspondence, including mail merges, printing, assembly, and mailing.
• Assemble donor packets using materials and personalized content provided by development staff.
• Assist with scheduling donor meetings and preparing cookies and other requested items.

Event Support

• Support the Event Lead and development staff with planning, execution, and follow-up for fundraising and donor cultivation events, including Lead Like a Girl.
• Coordinate assigned logistical arrangements for venues, catering, chefs, décor, signage, program materials, invitations, supplies, and other event details.
• Communicate with vendors and external partners as directed and assist with securing services within approved plans and budgets.
• Maintain registration information, track RSVPs, and prepare attendee lists and reports.
• Coordinate event website and registration-page updates with appropriate staff.
• Assist with recruiting and scheduling volunteers and communicating assignments and instructions.
• Work with sponsors and donors to obtain logos, guest lists, recognition preferences, and other materials or information needed to fulfill sponsorship and donor benefit packages; coordinate with development staff and Marketing to ensure these items are received and incorporated by established deadlines.
• Assist with event setup and cleanup, including coordinating assigned materials, supplies, and volunteer tasks.
• Attend assigned events and provide on-site support.
• Complete assigned post-event tasks, including updating records, preparing follow-up correspondence, and organizing materials.

Marketing Support

• Submit and track Marketing requests on behalf of development staff for event promotion, invitations, signage, printed materials, website updates, and other departmental needs.
• Provide approved content, event details, and deadlines to Marketing and follow up on requested materials.

Meeting and Administrative Support

• Prepare and organize meeting materials, including agendas, reports, donor packets, handouts, and presentation materials.
• Occasionally assist with meeting setup, including arranging the space, distributing materials, and preparing supplies or refreshments.
• Attend meetings with the Manager, Director, or CEO as requested.
• Take and distribute staff meeting notes and document other meeting notes and follow-up items as assigned.
• Perform printing, copying, scanning, document preparation, and other clerical duties.
• Create and maintain spreadsheets, tracking documents, and electronic and paper files.
• Prepare and submit check requests with supporting documentation through established approval procedures.
• Complete other related administrative duties as assigned, with priorities established by the designated supervisor.

Product Sales Collections and Accounts Receivable Support

• Collect outstanding product sales balances due to GSCI.
• Track and maintain outstanding balance forms and related documentation to support collection activities.
• Create and update cases in Salesforce, documenting payments received and all collection-related communications.
• Prepare, process, and mail collection letters for outstanding balances using approved templates and procedures.
• Conduct collection follow-up through phone calls, text messages, and email communications with customers regarding unpaid balances.
• Maintain accurate records of collection efforts and payment arrangements.
• Coordinate with the CFO regarding collection status, aging accounts, and escalation of delinquent balances.
• Prepare collection activity reports and other related documentation as requested.
• Assist with additional finance team administrative duties and accounts receivable-related projects as assigned by the CFO.

Human Resources

• Family and Medical Leave documents and tracking
• Support new hire onboarding and new employee orientation
• Monthly birthday and anniversary reports
• Support benefits and open enrollment process and direct inquiries from employees
• Other duties and projects as available

POSITION REQUIREMENTS

Minimum 21 years of age, ability to travel, responsible transportation, valid driver’s license, safe driving record and minimum state auto insurance

Proficiency with donor databases or CRM systems, including gift entry, record maintenance, information retrieval, reporting, and data exports.

Proficiency with spreadsheet and word-processing software, including creating and maintaining spreadsheets and performing mail merges.

Above average organizational skills, accuracy, and attention to detail.

Ability to manage assigned tasks and deadlines and communicate competing priorities to the supervisor.

Ability to assist with event logistics and work effectively with vendors and volunteers.

Strong written and verbal communication skills and the ability to collaborate with staff, donors, volunteers, and external partners.

Ability to maintain confidentiality and professionalism communicating with customers regarding outstanding balances and payment arrangements, and between departments with Finance, HR, and Fund Development.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift 30 pounds at times.

Walking, standing, bending, stooping, reaching, and moderate lifting.

Ability to travel.

Ability to communicate verbally.

Occasional exposure to seasonal weather conditions.