Development Administrative Assistant I

Crazy Horse Memorial Foundation   Crazy Horse, SD   Full-time     Administration / Clerical
Posted on May 23, 2024

Job Title:  Development Assistant I   Department:  Office of Development   

Status:  Regular/Full-Time Hourly           Supervisor:  Development Office Manager

Purpose:  The mission of the Office of Development is to articulate and promote the vital role private philanthropy plays in funding the needs of the Foundation.  The Development Office team is responsible for maximizing the financial gift support to the Foundation to further the mission and goals of Crazy Horse Memorial®.  This position reports to the Development Office Manager, with key responsibilities including the annual processing of state registrations, assist in processing charitable gifts when they are given, but particularly during high volume times, and providing overall support to the development function of the organization. Completes all assigned projects and attains desired results in a timely manner with a high level of confidentiality. Adheres to all Development department and CHMF established policies and procedures and follows organizational structure.

Responsibilities and Duties.

  1. In keeping with established policies and procedures, is responsible for organizing, coordinating, and documenting required annual state registrations by their respective due dates, and submitting documents to designated senior management staff for review and approval.
  2. Once state registrations are complete, maintains accurate and thorough state registration files.
  3. Along with other Development Office staff, takes and responds effectively to incoming calls and emails directed to the Development Office, always displaying a professional demeanor and commitment to customer service best practices in all dealings with donors and responding promptly to questions and requests made by donors and prospects.
  4. Serves as operations lead for making reservations for donor and visitor trips to the top of the Mountain Carving per organizational policies and procedures.
  5. Repurposes existing Progress newsletter content to create electronic version and manages distribution to select parties opting-in. Serves as back-up for preparing and sending electronic communications using designated digital platform.
  6. Conducts significant data entry to include processing charitable gifts of various types, inputting storyteller leads, creating records, entering specific outreach activity and other required data entry. Accuracy is of the essence. Must be able to accurately and thoroughly enter data in the Memorial’s chosen Development database and system.
  7. Maintains all onsite Philanthropy Stations doing all necessary monitoring, refilling of supplies, entry of revenue collected and reporting.
  8. Assists in accounting and reconciliation of gifts-in-kind including the tracking of inventory or items donated specifically for fundraising purposes and liaising with others on their tracking and maintenance of items donated such as with accessions to the museums.
  9. Serves as Development department’s point person for a specified step in mail handling process by helping to check in gifts pre-deposit and reconciling with information provided by Finance department.
  10. Conducts research for donor address and phone records, and deceased donor records and updates records accordingly.
  11. Assists with onsite philanthropic events, manages RSVP process & attendance list including uploading information into Development database.
  12. Imports select mass outreach conducted (ex. event invitations, solicitation mailings, etc.) to records in Development database.
  13. Other duties as assigned.

Qualifications:

  1. Associates or Bachelor’s Degree preferred
  2. Three years of administrative support or office experience required.
  3. Experience in philanthropy or non-profits is preferred.
  4. Excellent organization and project management skills is required.
  5. Must be able to represent the organization professionally and engage with donors and the public showing customer service is a priority.
  6. Proficient with Microsoft Office Suite, experience with excel and databases strongly preferred.
  7. Attention to detail required.
  8. Ability to prepare accurate letters, notes, documents, and reports is required.
  9. An understanding of or previous experience in accounts receivable entry is preferred.
  10. Weekend and evening work is required.
  11. This position is not available for remote work.