Planned Parenthood of Central and Western New York (PPCWNY) protects and provides health care and education that empowers individuals and families. With respect. Without judgment. No matter what.

Diversity and inclusion are core values at Planned Parenthood of Central and Western New York (PPCWNY). PPCWNY recruits exceptional and diverse staff. PPCWNY strives to develop staff into leaders for a diverse and global workplace.

In support of Planned Parenthood of Central and Western New York (PPCWNY)’s mission, the Development Coordinator records and acknowledges all donations to PPCWNY, provides administrative support to VP of Development and the overall department needs, and provides front office support to the Development department of Planned Parenthood of Central and Western NY (PPCWNY) to ensure the ability to achieve funding goals for the good of the organization.

Department Support and Customer Service Responsibilities- 40%

• Provides frontline phone, post mail and email support, including answering calls and responding to voice mail, post mail, and e-mail inquiries directed to the department. Directed calls as appropriate. 
• Maintains calendars for the VP (non-donor meetings) and Development department. 
• Supports the planning, scheduling, materials preparation, briefings and debriefing process for supporter meetings for VPs, CEO, and Development volunteers.
• Informs appropriate staff persons when a major/principal donor contacts the office or has a personal update. 
• Inputs, as needed, contact reports and follow-up actions in donor database, and ensures follow-up action items are completed for VPs, CEO, and volunteers.
• Reviews obituaries and business journals for donor updates. 
• Generates report for monthly birthday cards of major/principal donors for VP and CEO.
• Adds new donors and inputs updates to donor and volunteer RE records including but not limited to contact information. 
• Under direction of Annual Fund Manager, manages volunteer callers and records their activity to be uploaded into RE. 
• Coordinates with the Executive and Board Liaison to ensure acknowledgement of major/principal donor or volunteer changes are appropriately recognized (sending note and/or flowers due to death of family member, award received).
• Maintains inventory of supplies for Development office and places orders for department including letterhead, printer ink, etc. 
• Tracks expenses using iContracts, TEAMS. Obtains and enters invoices with proper coding. Sends invoices to the finance department.
• Maintains timely and accurate rosters of department volunteer hours.
• Creates and maintains assigned Standard Operating Procedures (SOPs) in Policy Stat system. 

Donation Processing and Gift Acknowledgement - 60%

• Performs gift and data entry into Raiser’s Edge (RE) including EFT, Payroll deduction, checks, credit cards, and stock. Ensures donations are properly supported, coded.
• Reviews and records Matching Gifts, Gifts in Kind.
• Scans all mailed donations and uploads into database. Maintains electronic records within and outside of RE.
• Creates batch reports in Raiser’s Edge and prepares deposit.
• Sends accurate acknowledgement letters to donors, including honor/memorial to family, donation acknowledgements by giving society, and constituency code. In accordance with Acknowledgement Policy, ensures gifts are acknowledged within a week of arriving to office/bank. Note reason for personalized outreach for VP and/or CEO reference.
• Responsible for sending and recording pledge reminders. 
• Assists Database Administrator with preparation of monthly reconciliation reports. 
• Identifies, recommends, and implements improvements in current processes.
• Collaborates with Finance department and deposit PDF to ensure monthly reconciliations. 
• Assists with audits as requested.

Other Accountability Activities

• Participates in PPCWNY initiatives and collaborates with other departments as needed
• Performs other duties as assigned

Applicants must possess the following qualifications (or equivalent combination of education and experience):

Education—

• Associates Degree in Business Administration, Communications, or a related field

Experience—

• Minimum 2 years management support experience; Non–Profit experience preferred

Knowledge, Skills, & Abilities:

• Advanced Microsoft Office skills required; Microsoft teams or other project management software a plus.
• Knowledge of Raiser’s Edge system or other donor database management systems preferred
• Must possess excellent and professional interpersonal skills with the ability to communicate, both verbally and in writing, with multiple stakeholders internally and externally.
• Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment.
• Proactive self-starter, confident in their ability to move work forward quickly and accurately with limited direction and ability to manage-up.
• Skilled at organizing one’s own work but also understanding organizational needs of others and accommodating their needs.
• Ability to pivot with changing priorities and very flexible work-style desired.
• Proven ability to handle confidential information, documents and agency matters.
• Must be able to work a flexible schedule as needed.
• Planned Parenthood seeks candidates who have experience working with diverse racial and socio-economic populations, including African Americans, Hispanics or other racial and ethnic groups.
• A commitment to Planned Parenthood of Central and Western NY (PPCWNY)’s mission, vision and values along with a commitment to providing services to a diverse range of clients and to the goals of PPCWNY is essential.

Physical Requirements

• Possess sufficient mobility to perform the Essential Functions listed in this Job Description with or without an accommodation