Career Opportunities with Easterseals Blake Foundation


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Philanthropy Operations Coordinator

Department: Blake Holding Corporation
Location: Tucson, AZ

JOB TITLE                              Philanthropy Operations Coordinator

STATUS:                                 Non-Exempt, Full Time

General Position Description: The Operations Coordinator reports plays an essential role in the Philanthropy Department. The Operations Coordinator assists in the successful management of all Philanthropy and Fundraising activities by providing comprehensive administrative support and stellar customer services.

Essential Duties and Responsibilities:

Donation and Data Management

  • Processes all donations (cash and in kind) through accounting department
  • Manages donor and prospect constituent records into Etapestry database
  • Manages pledge collection
  • Manages coordination with Easterseals National mailing lists
  • Assists with creation of donor lists and other gift queries and database reports as needed
  • Maintains a meticulous Etapestry and paper filing system
  • Reconciles Etapestry with Accounting department monthly

Board of Directors

  • Manages board files
  • Handles logistics for board meetings and events
  • Supports board members as needed

Donor and Sponsor Relations

  • Ensures prompt acknowledgement of all gifts
  • Manages phone and email inquiries regarding donations, sponsorships, event registrations, etc.
  • Manages workplace campaigns and corporate match programs
  • Manages auction/raffle gift solicitation and acknowledgement

External Relations

  • Schedules and confirms meetings and tours
  • Maintains marketing materials
  • Collects information for donor communication
  • Assists with volunteer projects as needed

Internal Relations

  • Serves as a liaison between staff and the Philanthropy Team
  • Manages pricing, ordering and distribution of marketing materials
  • Supports intra-agency fundraising activities

Additional Responsibilities:

Special Events & Projects

  • Assists with planning and logistics coordination of internal and external special events and projects (Walk Run Roll, El Tour de Tucson, Cooking with the Stars, Fun in The Sun, Blues in Bisbee, Holiday Toy Drive, Holiday Food Boxes, Employee Recognition and Holiday Party, etc.)
  • Assists with management of 3rd party fundraisers ( Phx Suns, AZ Cardinals, Phx Coyotes etc.)
  •  Maintains online event registration system for events, act as a first point of contact for support
  • Maintains guest lists, gather and prepare registration materials
  • Manages budget, invoices and payments
  • Prepares media materials for distribution
  • Assists at Special Events (may require evening or weekend work)

Minimum Requirements:

  • Bachelor’s Degree in Business Administration, or related area
  • Three years of related experience
  • Prior work experience in a not-for-profit organization
  • Computer skills to include basic competency in Blackbaud/eTapestry software or other donor tracking databases preferred
  • Fundraising and budget management experience
  • Excellent administrative, decision-making and organizational skills , including proficiency in  Microsoft Word, Powerpoint, Access and Excel
  • Must embrace and contribute to a collaborative team environment and have a willingness to be flexible and open to change
  • Excellent communication skills, written & verbal

Other general requirements:

  • Clean criminal background check and the ability to obtain a level one clearance card

Physical requirements:

  • Must be able to remain in a stationary position
  • Must be able to operate a computer, phone and other office equipment
  • Must be able to stoop, squat, reach, stretch, ascend and descend stairs
  • May work in an office setting

Psychological Requirements:

  • Must be able to remain calm, non-defensive with a supportive attitude during stressful, potential crisis, and crisis situations
  • Must be able to work in an extremely stressful environment where there are considerable mental and emotional demands. Must be able to manage high volumes and unpredictability of work
  • Must be able to remain flexible and reprioritize according to the changing demands of the day
  • Must be able to manage stress in a fast-paced, unpredictable, intense setting
  • Must be able to adapt to diverse cultural environments and communicate in a culturally inclusive manner
  • Must be able to represent EBF in a professional manner in all situations

Working Conditions:

Requires high level of energy to perform the daily activities of a primarily administrative nature.  Requires standing, walking, sitting, stooping, bending, and squatting.  Requires extensive typing and writing.

Additional Information: 

Full Time position, regular scheduled business hours of 8 am – 5 pm and additional work hours as needed. 

This job description is not intended to be an exhaustive list of all possible duties, responsibilities and/or qualifications.   Other duties, responsibilities and/or qualifications may be assigned to this position.

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