ADMINISTRATIVE COORDINATOR

The Administrative Coordinator (AC) plays a vital role in supporting the Philanthropy Team by managing the department’s administrative and database systems. This position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys juggling multiple projects. The AC will handle donor data, track pledges, generate revenue reports, manage correspondence, and coordinate donor events. A customer service mindset is essential, as the role involves frequent interaction with donors, board members, residents, and vendors.

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Key Responsibilities

Database Management & Gift Processing

•             Maintain and update donor records in Raiser’s Edge.

•             Process gifts, pledges, and matching donations accurately.

•             Generate revenue reports and complex queries to support fundraising goals.

•             Coordinate donor mailings and year-end summaries.

•             Reconcile accounts with Finance and ensure timely data imports.

•             Monitor obituaries and social media to keep donor data current.

•             Track in-kind contributions and maintain data integrity.

Administrative Support

•             Schedule donor and committee meetings; prepare meeting materials.

•             Draft and send personalized thank-you letters within 48 hours of gift receipt.

•             Conduct donor research and manage departmental files.

•             Liaise with Finance and IT departments; manage vendor relationships and invoices.

•             Maintain departmental budget and ensure accurate coding.

•             Oversee the Memorial/Tribute Card Program and send monthly birthday cards to key stakeholders.

Event Management

•             Coordinate logistics for donor events, tours, and luncheons.

•             Manage invitations, seating charts, contracts, and vendor communications.

•             Ensure compliance with continuing education event regulations.

•             Submit and track internal event requests.

Qualifications

Education & Experience

•             Bachelor’s degree or equivalent experience.

•             5–7 years supporting senior-level executives preferred.

•             Experience in communications or fund development is a plus.

Skills & Competencies

•             Highly organized, self-motivated, and deadline-driven.

•             Strong problem-solving and analytical skills.

•             Excellent written and verbal communication.

•             Professional, patient, and friendly demeanor.

•             Ability to manage multiple tasks and prioritize effectively.

•             High ethical standards and discretion with confidential information.

Technical Proficiency

•             Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive).

•             Experience with Raiser’s Edge or similar fund development databases.

•             Familiarity with Stripe, Zoom, Microsoft Teams, and basic website tools (WordPress a plus).

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Why Join Us?

At Kline Galland, you’ll be part of a mission-driven team that values compassion, integrity, and excellence. This role offers the opportunity to make a meaningful impact in the lives of our residents and donors while growing professionally in a supportive environment.