Philanthropy Assistant

Summary

The Philanthropy Assistant (“PA”) provides strong clerical and operational support to the Philanthropy Team (“PT”). The PA supports critical philanthropy functions including gift entry, donor and grantee correspondence and mailings, and logistical support for fundraising campaigns and events. The ideal candidate must have experience working in a team environment, must be congenial, highly responsible, respectful, and capable of managing a varied workload and prioritizing tasks in a fast-paced non-profit environment. The role requires proficiency in Microsoft applications and Google Workspace and experience with cloud-based donor management software or analogous platforms. Must have a can-do attitude.

Areas of Responsibility

• Reporting to the Philanthropy Manager (PM), supports and assists with administrative tasks as assigned.
• Provide logistical support for fundraising, donor stewardship and other Philanthropy events.
• Maintain accurate records of all donations using cloud-based donor management systems. Coordinate mailings and mail merges for all fundraising campaigns.
• Update donor contact information and ensure that automated and manual thank you letters are generated weekly.
• Run list and initiate the end of calendar year tax statements for all donors through Blackbaud.
• Be the main point of contact for scholarship requests and update information for the Scholarship Committee.
• Track and report to PM grantee communications and reports.
• Print communications and materials.
• Run reports and provide updates to the PT on daily donor receipts and pledges – as assigned.
• Generate weekly “thank you” note lists and weekly donor acknowledgment letters.

Qualifications and competencies:

• Have at least 3 years prior experience as a high functioning administrative assistant in roles with deadline-based elements.
• Have strong customer service experience.
• Have strong organizational skills and exceptional attention to detail and follow-through.
• Demonstrate analytical skills and the ability to problem solve.
• Demonstrate ability to manage multiple tasks simultaneously.
• Have outstanding verbal and written communication skills
• Work effectively as part of a team.
• Maintain confidentiality.
• Demonstrate proficiency in Microsoft Office applications, Google Workspace; document management, calendaring, and email management.
• Have a working knowledge and use of cloud-based data management systems.

Working Conditions/Physical requirements:

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be required to:

• Work in a Fitness Center/Community Center and typical business office environment
• Lift a minimum of 25 lbs.
• Work traditional business hours but may require occasional weekend or evening hours.
• Stand, sit, lift, bend, twist
• Work on computer for an extended period of time
• Work in the vicinity of *children and older adults

This is an on-site position located within an executive suite with closed individual offices and a large open space. The PA works in a large cubicle environment just outside the SDPA’s private office. Strenuous Santa Clara County Health Department protocols are observed within the suite and within the entire facility. This role routinely uses standard office equipment such as phones, computers, and printers.

This position is contingent upon the return of a *clear LiveScan Background Check, verified positive employment reference, and submission of proof of full Covid-19 vaccination including booster dose if eligible (subject to qualified legal exemption with weekly testing requirement).

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and, when possible, to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between JSV and its employees.