Development and Administrative Assistant

POSITION SUMMARY: The development & administrative assistant supports the fundraising success of Foothills Animal Shelter through accurate data entry, donor acknowledgments, and administrative support to the organization. This detail-oriented role ensures smooth back-end operations and consistent donor experiences.

DEPARTMENT: Development & Community Engagement
REPORTS TO: Development & Community Engagement Manager
STATUS: Full-time, hourly, non-exempt
SCHEDULE: 40 hours, generally Monday-Friday with some evenings/weekends for events

MISSION

Foothills Animal Shelter’s mission is: Providing support to our surrounding community through education, services that strengthen the human-pet bond, and humane care for the animals we serve.

VALUES

All employees and volunteers are expected to embody the Shelter’s Values which are to have honesty and integrity in all that we do, with the following values as our guide:

• Stewardship: Assume responsibility and ownership for our actions within our shelter and our community.
• Positive Culture: Create a safe, supportive environment for the health, wellbeing, and development of staff and volunteers.
• Openness: Nurture an innovative, inclusive, and creative environment that cultivates conversations and relationships that actively work towards the future.
• Team Oriented: Build relationships, embrace teamwork, and foster collaboration in pursuit of our Mission.

RESPONSIBILITIES

Development Support

• Processes and enters all monetary and in-kind gifts accurately into the Shelter’s CRM system. Maintains standard operating procedure documentation.
• Reconciles gift data with finance and support monthly reconciliation reporting.
• Generates and mails timely acknowledgment letters and tax receipts, including annual tax-deductibility summary letters.
• Assists with in-kind donation tracking, wish list updates, and inventory of giveaway items.
• Provides responsive, courteous service to donors and event participants by phone, email, and in person.
• Supports stewardship mailing initiatives, development and 3rd party events, and onsite inquiries.
• Assists with scheduling, training, and coordination of development-focused volunteers.

Administrative Support

• Serves as first point of contact for office technology needs, including phone system and copier/printer support; troubleshoot minor issues and coordinate with vendors for repairs or maintenance.
• Monitors shared inboxes and voicemail lines and ensures timely, professional responses.
• Orders and maintains inventory of office supplies, print materials, and postage.
• Organizes meeting logistics including preparation of materials, food orders, and room setup.
• Maintains updated internal documents such as rosters, calendars, directories, and email groups.
• Receives and sorts incoming mail; delivers outgoing mail and manages mail-related vendor needs.
• Supports onboarding of new employees and coordination of employee recognition activities.
• Takes meeting minutes for internal teams and Board meetings as needed.

Other Duties