DEFENDERS OF WILDLIFE
POSITION TITLE: Coordinator
REPORTS TO: Vice President, Philanthropy
SITE: Headquarters, Washington DC
SALARY: Up to $45,000
LAST REVISED: August 2020
This professional-level position involves a broad range of administrative and advocacy responsibilities in support of the Development Department. This role has lead responsibility for assuring the efficient administrative functioning of a fast-paced department, including providing administrative, program, technical, financial, and research assistance. In addition, the coordinator regularly functions as the Vice President’s liaison to staff, environmental organizations, Defenders' members and the general public.
The Coordinator works closely with the Vice President of Philanthropy and Development Directors to advance fundraising efforts via donor outreach and stewardship efforts; tracking, reporting and acknowledging gifts; assisting with donor research and pipeline development; coordinating special projects; preparing reports and providing general departmental support. Ideal candidates for this role are extremely well organized and have excellent administrative skills; possess strong oral and written communication skills; be capable of articulating Defenders’ position on complex issues; and possess a commitment to conservation.
Gift Management and Acknowledgement
Ensure that all donors receive prompt and accurate acknowledgements for restricted and unrestricted gifts. Prepare draft letters, secure live signatures and draft custom notes from the President. Copy, mail and upload into database. Work with the Development colleagues and Vice President of Philanthropy to determine which letters require customization and to ensure that all gifts are acknowledged within 48 hours of receipt.
Ensure that all gift acknowledgement processes and systems are optimized for efficiency to maintain quick turn-around times, especially during heavy donation periods (such as end of year).
Ensure proper coding and processing of all gifts received by Development Department. Complete timely and accurate data reporting and ensure donor records are updated to reflect current preferences or status.
Conduct monthly financial reclasses.
Report all gifts daily to the Development staff by preparing the Daily Gift Report.
Welcome new donors into the Defenders’ Leadership Council by preparing and sending welcome packets and supplemental materials, when appropriate.
Assist with cultivation outreach mailings, such as gratitude cards, annual report, special reports, newsletters, invitations, birthday cards, Leadership Council and other premium mailings. Purchase and ensure postage, letterhead and envelopes are organized and available for all mailings to meet departmental and project mailing deadlines.
Support event and trip activities as needed, including producing name badges and place cards, preparing and mailing materials, coordinating special projects and providing other support as needed.
Assist with department donor research projects and pipeline development as needed.
Serves as back-up to create visit briefings and prepare trip materials for major gift officers as needed.
Process and maintain contracts for the department.
Coordinate department-wide activities and projects, such as the weekly Development report (15Five), weekly staff meetings and orientation materials/binders for new staff members.
Ensure audio-visual needs are set-up prior to scheduled meetings (e.g., Development weekly meetings).
Provide support to the Vice President of Philanthropy, including scheduling meetings and appointments; making travel arrangements; preparing visit materials for donors; managing travel expenses, assisting with donor correspondence and mailings, and tracking activities in the donor database
When needed, assist Development colleagues with travel arrangements and expense reports.
Complete expense reports for VP of Philanthropy and department credit card expenses.
· Troubleshoot problems with computers in conjunction with the IT department; create and maintain relevant databases.
· Perform all other related duties as assigned and be an energetic, enthusiastic and committed advocate for all Defenders’ programs.
An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
Bachelor’s degree in a relevant field.
1+ years relevant experience, preferably in development roles.
Knowledge, Skills and Abilities
· Collaborative team member with emotional intelligence, creativity, flexibility, initiative and a track record of working in a solution-oriented manner.
· Creative thinker able to work independently; confident decision maker with a positive attitude; able to work independently in a dynamic environment, exercise good judgment and decision-making to achieve time sensitive goals and meet project deadlines.
· Strong communicator (written and oral) with superior customer relations skills; demonstrated ability to articulate complex ideas clearly, accurately and concisely; ability to work remotely efficiently; ability to represent Defenders to external entities and the public, exercising tact, diplomacy, discretion and professionalism
· Excellent interpersonal skills and ability to interact with a variety of people, including high-level donors, elected officials and their staff, Defenders’ members, and the general public
· Ability to follow instructions with consistency and meticulousness, independently develop and implement project plans and strategy, execute multiple projects along varied timelines and priorities, work under pressure, and multi-task; use problem-solving and trouble-shooting skills with willingness to experiment and innovate new methods.
· Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and contributes to the creation of a diverse, equitable and inclusive work culture
· Requires high level of computer literacy with advanced knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet applications. Willingness to learn specialized software such as ROI (our CRM).
· Personal interest and commitment to conservation
All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals to perform the essential functions of the job.
Work Environment and Physical Demands:
General office working conditions, the noise level in the work environment is usually quiet. While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so. This role may require occasional travel.
Interested applicants please apply with a cover letter through our careers portal at http://www.defenders.org/jobs
Working At Defenders:
Defenders of Wildlife embraces the values of fairness and equity in society – including our workplace and our movement. We are committed to providing a professional, fair and safe workplace free of harassment and discrimination. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures. We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places. More than co-workers, we are teammates and partners in our mutual goal of respecting our planet and all who live on it.
Visit Our Values and Diversity page to learn more about who we are and how we operate.
It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, or any other characteristic protected by law, in all personnel actions.