Administrative Assistant: Financial Development, YMCA of Greater Oklahoma City

Description

The Administrative Assistant to the Financial Development department is responsible for maintaining the integrity, accuracy, and security of the organization’s donor database and fostering clear and timely communication with donors and staff. This role supports fundraising efforts by managing donor records, generating monthly invoices, processing gifts and donor correspondence, and ensuring database integrity. This role also serves as the main point of contact for the Association Office, interacting with internal and external visitors in a professional and pleasant manner. The ideal candidate is detail-oriented, highly organized, and comfortable working with technology, along with having excellent interpersonal skills.

Requirements

Database Management

• Maintain and update donor records in the organization’s CRMs 
• Ensure data accuracy and consistency
• Perform regular data clean-up and duplicate record management
• Establish and maintain data entry standards and procedures
• Manage and build fundraising sites and pages

Gift Processing

• Record and reconcile gifts and pledges
• Coordinate with finance staff to ensure accurate reporting
• Maintain documentation for audit and compliance purposes

Reporting & Analytics

• Generate thank you letters and pledge reminders on a daily basis
• Generate standard and custom reports for fundraising campaigns and leadership
• Support segmentation and list generation for appeals and campaigns
• Assist with year-end reporting and annual audits

Administration and Logistics

• Have full knowledge of all basic office procedures and equipment. 
• Manage incoming and outgoing mail and postal services to include bulk mailing and postage meter.
• Order, purchase, restock and inventory office and maintenance supplies.
• Assist other staff as needed for events and tasks.
• Attend campaign meetings and other meetings as requested.
• Make bank deposits at least once a week.
• Serve as recorder at Board Development Committee meetings as requested.
• Keep accurate attendance records and contact information for all members of the committee.
• Prepare information packets and other support materials for every meeting.
• Plan, purchase and set up meals and supplies for meetings.

Data Security & Compliance

• Ensure compliance with data privacy regulations and best practices
• Maintain confidentiality of donor information

Qualifications

• 2+ years' experience working with databases or CRM systems
• Strong proficiency in Microsoft Office and Adobe
• High attention to detail and accuracy
• Ability to manage confidential information responsibly
• Strong organizational and time management skills
• Experience in nonprofit development preferred
• Knowledge of fundraising best practices
• Experience with data imports/exports and bulk updates
• Basic understanding of accounting principles related to gift processing
• Ability to create dashboards and visual reports